FAMIS Annual Financial Reporting User Manual Version 4.4 March 2014 FAMIS Services The Texas A&M University System . 2014 The Texas A&M University System – All Rights Reserved Introduction The purpose of this manual is to assist with accessing and utilizing information in the Automated Financial Reporting module of Financial Accounting Management Information System (FAMIS). FAMIS is an accounting system that responds to financial regulations applicable to educational institutions. All applications access a common database that allows different users to access identical information. Other applications include Financial Accounting, Accounts Payable, Purchasing, Receiving, Fixed Assets, and Sponsored Research. Manuals for these applications are either currently available or in the process of being developed. The materials are grouped according to functions. All associated screens and processing information are included, along with field descriptions. The required fields are designated by a diamond symbol (.). Data entry information (Help) can be accessed on some screen fields with the use of the PF2 key or by typing an asterisk (*) or question mark (?) in the field. By utilizing the information and guidelines contained in this manual, a user should be able to create/modify an Annual Financial Report and access report summary information. The FAMIS User Manuals are in a constant state of revision due to screen updates, changes in procedures, and a multitude of other reasons. If you would like to make suggestions or call attention to errors, please contact us at (979) 458-6464, or copy the page with the error, note the correction or suggestion, and send it to one of the following addresses: College Station based: FAMIS Services The Texas A&M University System 1144 TAMU College Station, TX 77843-1144 Non-College Station based: FAMIS Services The Texas A&M University System 301 Tarrow Street College Station, TX 77840-7896 Special thanks to the University of Houston for providing the base AFR programs and assistance during the development of this project. Table of Contents PAGE I Introduction M001, M17, Annual Financial Report (AFR) Menus ............................................... I-7 M19, M20 ........................................................................................................... I-8 II Annual Financial Reports Overview ........................................................................................... II-3 Report Preparation Process ........................................................ II-3 Manual Entries ............................................................................ II-4 Data Signs ................................................................................... II-5 III Report Maintenance Screen 173 Report Create .................................................................................... III-3 Run Sequence ............................................................................. III-4 Screen 174 Report Section Maintenance............................................................. III-6 Report Type ................................................................................ III-7 Program Name ............................................................................ III-7 Suppression of Lines with No Dollar Data .................................. III-7 Data Extraction ........................................................................... III-7 AFR Process Flow ........................................................................ III-8 Choose DB/Col/Sort/Prev/None ................................................. III-8 Screen 175 Report Column Maintenance ............................................................ III-13 Screen 181 Report Column Reassignment Maintenance .................................... III-18 Screen 176 Report SuperHeader Maintenance ................................................... III-20 Screen 177 Report Sort Order Maintenance ....................................................... III-22 Screen 178 Function/Sponsor Code Maintenance .............................................. III-24 Screen 179 Line Item Definition Maintenance .................................................... III-26 Function ...................................................................................... III-26 Levels – Heading and Sub ........................................................... III-26 Line Type ..................................................................................... III-27 Total Lines or Report Levels ........................................................ III-27 Description .................................................................................. III-28 Multiple Columns Inclusion ........................................................ III-28 Column ........................................................................................ III-28 Value Indicator ............................................................................ III-28 From and To Fields ...................................................................... III-28 Screen 180 Extended Line Item Maintenance ..................................................... III-34 Manual Entries ............................................................................ III-34 Update fields ............................................................................... III-35 Query Fields ................................................................................ III-35 Screen 182 PostScript Parameter Table ............................................................... III-38 Screen 170 Copy Report Specifications ................................................................ III-41 Table of Contents (cont’d) PAGE IV Report Print Screen 171 Print Report ....................................................................................... IV-3 Work Order Numbers ................................................................. IV-4 Print a Report and Report Specifications .................................... IV-4 Campus Selection ........................................................................ IV-4 Suppression of Lines with No Dollar Data .................................. IV-4 Recalculation ............................................................................... IV-4 Screen 172 Print Group Report ........................................................................... IV-9 Print Reports and Report Specifications ..................................... IV-9 Campus Selection ........................................................................ IV-10 Suppression of Lines with No Dollar Data .................................. IV-10 V Delete Screens Screen 186 Delete Section/Hdr-SubHdr/MUQ ................................................... V-3 Screen 185 Delete Report ................................................................................... V-6 VI Financial Screens Screen 192 Report Summary ............................................................................... VI-3 Screen 193 Manual/Update Entry Summary ...................................................... VI-5 Screen 194 Work Order Summary ....................................................................... VI-9 VII Control Screens Screen 201 Printer Table ..................................................................................... VII-3 Screen 203 Campus Control Table ....................................................................... VII-5 FRS Screen 853 Generic Table for AFR Report Submission Control ........................... VII-9 VIII Sample Report and Specifications Report Specifications ......................................................................... VIII-3 IX Appendix Instructions ........................................................................................ IX-3 Standard PF Keys ............................................................................... IX-8 Screens List ........................................................................................ IX-10 Glossary ............................................................................................. IX-12 Annual Financial Reporting Menus Three menus in the Annual Financial Reporting Module will advance you to the screens necessary to input information, browse available data, and print reports. Menu 001 provides a starting point to access the Annual Financial Report Module. Menu 001 – Annual Financial Report Main Menu 001 Annual Financial Report Main Menu 04/03/13 09:03 FY 2013 CC 02 Screen: __ Report Code: __________ FAMIS NEW APPLICATION * ------------ AFR Menus ------------ * M17 Report Maintenance Menu M19 Report Inquiry Menu M20 Tables Menu * ---------- Other Menus ----------- * FFX Fixed Assets Module FRS Financial Records System GCP General Construction Projects SPR Sponsored Research Module Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Pers SOR The AFR Report Maintenance Menu (M17) provides a list of update screens. From this menu, you can access the screens necessary to submit information for printing the schedules and exhibits on the Annual Financial Report. Menu M17 – Report Maintenance Menu M17 Report Maintenance Menu 04/03/13 09:04 FY 2013 CC 02 Screen: ___ * ----- Maintenance Screens ---- * * ----- Delete Screens ----- * 173 Report Create 185 Delete Report 174 Report Section 186 Delete Section/Hdr-SubHdr/MUQ 175 Report Column 176 Report Superheader * ----- Submit Screens ----- * 177 Report Sort Order 178 Function/Sponsor Code 170 Copy Reports 179 Line Item Definition 171 Print Report 180 Extended Line Item 172 Print Group Reports 181 Report Column Reassignment 182 PostScript Parameter Table * ------ Other AFR Menus------ * 001 AFR Main Menu M19 Report Inquiry Menu M20 AFR Tables Menu Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Annual Financial Reporting Menus (cont’d) The Report Inquiry Menu (M19) allows you to access the AFR inquiry screens for accessing summary information for the reports available in this module. Menu M19 – AFR Report Inquiry Menu M19 AFR Report Inquiry Menu 04/03/13 09:05 FY 2013 CC 02 Screen: ___ * ------ Inquiry Screens ------ * 192 Report Summary 193 Manual/Update Entry Summary 194 Work Order Summary * ------ Other AFR Menus ------ * 001 AFR Main Menu M17 Report Maintenance Menu M20 AFR Tables Menu Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Control screens provide control for various functions. From Menu M20 you will be able to control what reports you want to print, the output instructions for these reports, and see the AFR campus permissions table. Menu M20 - AFR Tables Menu M20 AFR Tables Menu 04/03/13 09:05 FY 2013 CC 02 Screen: ___ * -------- Tables Screens -------- * * -------- Other AFR Menus ------- * 201 Printer Table 001 AFR Main Menu 203 Campus Control Table M17 Report Maintenance Menu M19 Report Inquiry Menu 805 GL Subcode Descriptions 806 SL Subcode Descriptions 882 Current Session Campus / FY 899 Maintain Dictionary Values 900 Batch Report Specification Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Section II Annual Financial Report Overview Annual Financial Report Overview The AFR module in FAMIS provides a tool for preparation of the Annual Financial Report. This is a separate module in FAMIS comparable to FRS, FFX, and SPR. Screen security controls access to the information. The AFR module functions as an automated report writer. Report data is defined with rows and columns similar to working with a spreadsheet. Functions available include the ability to copy existing reports to create new reports, modify report definitions, modify specific cell data through manual entries, and print the annual financial report. We anticipate that users will be able to use this module to define and create their own “user” reports in the future. For TAMUS, most report definition will be done by the TAMUS Office of Budgets and Accounting using the Master Campus (CC=00). All Member campuses will have inquiry to the report definitions stored on the master campus. For some AFR reports, the required data is not available in FAMIS. These reports will require manual entry by each System Member. Report Preparation Process 1. Define the Report (Screen 173) The TAMUS Office of Budgets and Accounting defines the report with general information such as title and type: exhibit, schedule, or user defined report. This step is the framework that will be used to build the report. For the AFR, both schedules and exhibits are necessary. Schedules generally rollup into exhibits. The term report is used generically to describe both. 2. Define each Section (Screen 174) Each section of the report is defined here. This screen defines the number of columns, where the data will be gathered, and the program name for each section. 3. Define each Column (Screen 175) Each column for a given section is defined on this screen. This includes a further breakdown of what data will be reported in the column, whether to reverse the sign of the dollar data, and how the column heading text will read. Column processing is performed before row processing. 4. Define sort priority (Screen 177) This will be automated for exhibits and schedules. Annual Financial Report Overview (cont’d) 5. Define each Row (Screen 179) The row text will be defined on this screen in the order in which it will appear on the printed report. This screen may display headings, totals, footnotes, and extra line commands. 6. Print the Report (Screen 172) Reports are printed in an overnight batch process due to the potential competition with the online system for resources. Online processing is given processing priority in an effort to keep system response time to a minimum. Screen 171 is used to print a single report, whereas Screen 172 is used to print multiple reports. Manual Entries Each Member will be required to make manual entries during the AFR process. Manual entries will be done on the Member campus, while the report itself will be stored on the Master campus. Each manual entry requires a justification reason, which is entered on a pop-up window on Screen 180. A manual entry will automatically create a manual line on Screen 179. If “M” (for “manual” entry) is displayed in the Line Typ field on Screen 179, a manual entry line is automatically created on Screen 180. This line may or may not already contain a manual column or amount for your agency. Manual Entry Steps To select a row or cell for a manual entry from Screen 179: . Position the cursor in the Fn field next to the line where the manual entry must be made. . Type “X” in the Fn field and press . This will take you to Screen 180, where the manual data will be included. To enter data on Screen 180: . Type your campus code and the AFR month in the Manual CC field and Manual Month field and press . . Type the number of the column, if not already displayed, where the manual entry dollar amount is to print in the Col field. . Type the manual entry dollar amount that will be used in the Amount field. Be sure to include the decimal point and precede the amount with a minus sign if it is a negative number. The amount entered is added or subtracted from a cell. The number must be signed the same as the original number to increase its value and signed opposite to decrease the value. Annual Financial Report Overview (cont’d) Data Signs Generally revenues, fund additions, and fund balance are stored in FAMIS as negative numbers. Expenditures and fund deductions are signed as positive numbers. There are times that these signs will need to be reversed to produce the AFR. This can be done in four separate places: Screen 175 (column definition) Screen 179 (row definition) Screen 180 (extended line item) Screen 181 (reassignment screen) It should be noted that each sign change on the same data negates the previous change. Because of this and the way the data is originally signed in FAMIS, you must be very careful that you are performing the correct arithmetic on the data you are preparing. Manual entries require special care. When printed, dollar signs appear in each column of the first detail line of a new page and in the first detail line after an underline. Annual Financial Report Overview (cont’d) Section III Report Maintenance Report Create FAMIS will allow you to create report definitions for exhibits and schedules that are needed for the Annual Financial Reports. The initial report definitions for all the AFR Exhibits and Schedules will be created on the Master Campus using Screen 173. The TAMUS Office of Budgets and Accounting will create these reports. You, as a TAMUS Member, will have inquiry access to the reports that are created on the Master Campus (CC=00 in production; CC=MT in training). You should not copy the report specifications from the Master Campus to your own campus UNLESS you need to change the specifications (which should not be done without first consulting the System Office of Budgets and Accounting). All manual entries for the reports will be entered on the Member campus. In the future, TAMUS Members can make copies of these pre-defined exhibits and schedules, giving them a different name and modifying the specifications to create a new user defined (U) report. Information must be entered on Screen 173 before using the other report definition screens in the AFR module. Screen 173 - Report Create 173 Report Create 04/03/13 09:06 FY 2013 CC 02 Screen: ___ Fiscal Year: 2012 Report: C-1_______ Exhibit or Schedule: S Run Sequence Number: 17 Default Section Number: __ Short Description: SCHEDULE OF CURRENT FUNDS REVENUES__________________________________________ Report Title: SCHEDULE OF CURRENT FUNDS REVENUES__________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Next Report Create Process Initially, reports will only be created by SAGO in preparation for the automated Annual Financial Report, i.e. exhibits and schedules. Once these reports have been created, the specifications can be copied to create a user-defined report using Screen 170. To build a complete Table of Contents for the AFR, each report, whether automated or not, must have this screen entered. This means reports like the D-5 need to be on this screen. Screen 173 – Report Create (cont’d) Run Sequence The Run Sequence really denotes “levels” more than a true sequence. The reports are not run in a continuous stream; several reports can have the same run sequence. All blanks are run first, then all ones (1) before twos (2). The pre-requisite table (Screen 853) is fiscal year oriented and sets the predefined order. Basic Steps • Type in the Fiscal Year and Report code to be created or displayed and press . • Include appropriate information in the remaining fields and press to record. Field Descriptions (. = Required; Help = Field Help Available Using PF2, ? or *) Action Line . Fiscal Year: 4 digits Enter the fiscal year for the report being created/modified. . Report: PF2 Help 10 characters/digits Enter the report code to be assigned to the printed report. This will print at the top of each report. Screen Information . Exhibit or PF2 Help 1 character Schedule: Indicate whether the report is an Exhibit (E), Schedule (S), or User defined (U). Run Sequence 2 digits Number: Type a number indicating the sequence order in which the report should run using Screen 172 (Group Print). Default Section 2 digits Number: This field is used to determine the default section number, which will appear at the bottom of each page of the AFR. Can also be changed on Screen 171. This is not related to the Report Section on Screen 174. Suggested to run all reports without this field set and then set for the final run to print the AFR. This allows for manual numbering when you have reports you need to run. . Short 75 characters Description: Enter a short description of the report being created. This text will be used on the Table of Contents. Screen 173 – Report Create (cont’d) . Report Title: 3 lines - 75 characters each Type the title of the report that will be included at the top. At least one line of text is required, and up to three lines of text is allowed. The lines should be left justified; they will be centered automatically when the report is printed. Additional Functions PF KEYS See the Appendix for explanation of the standard PF keys. PF5 Next Next Use this key to advance to Screen 174. Report Section Maintenance A report section is a logical unit of a report needed whenever (1) the data changes: data extraction rules are different, the column data is different, the row information is different, or (2) the format changes. Section numbers must be in sequential order. Screen 174 is used to define each section of a report. Footnotes are a section of the report. If you have a Member-defined section for your campus, type your campus code in the CC field. Otherwise, use the Master Campus (CC=00) to view the System-defined section. The information entered on this screen defines the contents of a section of the report and determines how the data should be extracted. It also defines the header text (column 0 text) for a specified section. If no changes are made to the screen and you press , the section number will automatically be incremented by one. Press to scroll through the sections. Screen 174 – Report Section Maintenance 174 Report Section Maintenance 05/30/13 08:52 FY 2013 CC 02 Screen: ___ CC: 00 Fiscal Year: 2012 Report: B-2-A_____ Section: 1__ Program Name: HBSPACCT Report Type: 1 Number of Columns: 10 Use Suppression Module: Y Column Zero Text: _________________________________________ _________________________________________ _________________________________________ _________________________________________ <-------------------------- Data Extraction -----------------------------> Ledger Code: B DB/Col/Sort/Prev/None: D Mapped SL Extract: Y Duplicate Flag: _ HEAF Flag: _ Appr Nbr Flag: _ CFDA Flag: _ Old Function Flag: _ SA Attribute Flag: _ Old Sponsor Type Flag: _ AFR Fund Group(s): 21 22 23 24 25 26 27 28 29 __ __ __ __ __ __ __ __ __ __ __ Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Next Camp Report Section Definition Maintenance Process Currently, CC field must be set to the Master campus (00) to use this screen. The reports are created on the Master campus and not available for update on a Member campus. In the future, you may be able to create User Defined reports using this screen. Screen 174 – Report Section Maintenance (cont’d) Report Type Each section of the report must have the same report type. Currently, all TAMUS reports are report type 1, indicating that the section has multiple columns with column headers. Report type 2, a 3-column presentation, should be used for reports in which all data appears in one column and is then staggered to the next column for subtotals, etc. and is then further staggered to the next final column for Grand Total. Program Name The program name determines the way the data will be displayed on the rows of the report. Therefore, it also controls the way the data sorts – the sort order can be viewed on Screen 177. The program name must be pre-defined by the FAMIS Services staff, and currently all are prefixed with an “H.” Suppression of Lines with No Dollar Data By default, rows of the report that do not have data will print a line on the report. If you do not want these zero dollar lines to print, set the Use Suppression Module field to “Y.” Line suppression can be overridden for the entire report at the time you submit a report to print on Screen 171. By entering a “Y” in the Suppress Off field on the Print Report Screen (Screen 171), you will override the section suppress flag on Screen 174 and force the blank lines to print on your report. You may want to run the report without any suppression during the data testing phase. Once you are comfortable that all the data is represented, you probably will want to eliminate blank lines using the suppression feature. Data Extraction The data extraction process of the report can be very resource intensive and time consuming. Therefore, it is important that you lay out the desired report and understand where the data will come from before you begin entering the selection criteria. A record is one line per account/subcode combination similar to the data displayed on FRS Screen 18 and Screen 19. The following chart may help you understand the processing order used by the AFR module. Once you understand this, you will be able to use the most efficient means to get the data needed to produce each section of an AFR report. The AFR processes data first by columns, then sorts it so that the data can be processed in rows. If data can be used from the previous section, the report will be more efficient and will save processing time. Screen 174 – Report Section Maintenance (cont’d) AFRs are processed using the following flow. By viewing each step, you can see in what order the specifications are processed. Basically, an AFR is created by defining the data (Step 1), the column parameters (Step 2), the sort sequence (Step 3), and the row definitions (Step 4). AFR Process Flow Step 1 Screen 174 Data Extract Ledger Code AFR Fund Groups HEAF Flag CFDA Flag Appr Nbr Flag Old Function Old Sponsor Step 2 Screen 175 Column Processing Check Ranges: (honor 174 duplicate flag) Ledger-Subcode AFR Fund Group Account 174 Mapped SL Extract 181 Reassignment Process Step 3 Screen 177 Sort Criteria Step 4 Screen 179 Row Processing Using “Program” Shown on Screen 174 Choose DB/Col/Sort/Prev/None Use the following decision chart to determine the value to use in the DB/Col/Sort/Prev/None field: Are database fields used? Step 3 – Section(n) matches Step 3 – Section(n-1) Step 2 –Section(n) matches Step 2 – Section(n-1) Section = 1 ----OR---- Step 1 – Section(n) matches Step 1 – Section(n-1) Yes Yes Yes No No No No Choose None (N) Choose Sort (S) Choose Column (C) Choose Database (D) Yes Choose Previous (P) Basic Steps • Type the campus code (CC), Fiscal Year, Report code, and Section number in the fields provided and press . • Type the definition information in the fields provided to produce the desired report, and press . Screen 174 – Report Section Maintenance (cont’d) Field Descriptions (. = Required; Help = Field Help Available Using PF2, ? or *) Action Line . CC: 2 digits Enter the campus code to be used. . Fiscal Year: 4 digits Enter the fiscal year for the report. . Report: * Help 10 characters/digits Enter the report code. . Section: 3 digits Type the section number being defined. Screen Information Program PF2 Help 8 characters/digits Name: Enter a name for the program that will be used to determine the rows. The program name has a direct relationship with the sort specifications defined (or shown) on Screen 177. The name of the program must begin with “H.” Section PGM Name Description Example Use HBSPACCT DISPLAY BY ACCT6 (GL OR SL) HBSPB1 DISPLAY BY FUND & ACCT4 (SUBCODE) B HBSPB1B DISPLAY BY ACCT4 (SUBCODE) B-3 HBSPB11A DISPLAY BY FUND B-11 HBSPB11B DISPLAY BY LEDGER & ACCT4 (SUBCD) B-11 HBSPB13 DISPLAY BY FUND & ACCT4 (SUBCODE) B-13 HBSPB2 DISPLAY BY FUNCTION B-2 HBSPB3-1 DISPLAY BY FUND & ACCT4 (SUBCODE) B-4-DET HBSPB3-5 DISPLAY BY FUND & ACCT4 (SUBCODE) B-4-DET HBSPC2 DISPLAY BY FUND & FUNCTION C-2 HBSPFACT DISPLAY BY FUNCTION & ACCT6(GL/SL) C-2-DET HBSPLSEL DISPLAY BY LEDGER & ACCT4(SUBCODE) . Report Type: PF2 Help 1 digit Determines the print program that will be used to produce the report section. If the first section of a report is defined with a report type of 1, all other sections must also be a report type 1. 1 = Multiple columns with column headers (default). Information is printed in every column. 2 = A 3-column report format where each column has varying format. No column headings are allowed. (Not used at this time by TAMUS.) . Number of 2 digits Columns: Enter the number of columns to print on the report. Choose from 1 to 16. This value does not include a column for the row text (column 0). Use Suppression 1 character Module: Type “Y” to omit lines having no dollar data in any report column. This is global suppression for this section of the report and can be overridden at the time of report submission in order to test a report. Screen 174 – Report Section Maintenance (cont’d) Column Zero 4 lines - 41 characters each Text: Indicate the text to be displayed above the description column on the left-hand side of the report (row text). This text will be automatically centered, bottom justified, and underlined when the report is printed. Data Extraction Ledger Code: PF2 Help 1 character Specify whether to extract the data from General Ledgers, Subsidiary Ledgers, or both. Default is blank (both ledgers). G = General Ledger or Bank S = Subsidiary Ledger Blank = Both GLs (including banks) and SLs (default). . DB/Col/Sort/ PF2 Help 1 character Prev/None: Defines the process in which the data for the section is accumulated. See AFR Process Flow Chart for more description and “step references.” D = Database – extract the data directly from the database. Do not use “D” if the data extraction criteria specified on this screen matches the previous section’s data extraction criteria exactly except for the Mapped SL Extract and/or Duplicate Flag. The “D” causes the system to go to the database again instead of re- using the data extracted for the previous section (Step 1). Section 1 will be a “D.” C = Column – use the data extracted by the previous section, but use different rules to define the column selection. (Step 2) S = Sort – use the data extracted by the previous section and the same columnar data, but use a different program to sort the data. (Step 3) P = Previous – use the same data previously extracted (using the same columnar information) and sort (Step 4). N = None – no data will be extracted or used from the database. This might be used to define a textual section. Row processing (Step 4) will be performed to display Screen 179 row information. Only manuals and query dollar amounts will be shown. Mapped SL 1 character Extract: Enter “Y” to include and display Subsidiary Ledger account information with the SL account’s mapped GL. When the data is extracted, the SL data will be included with the data for the “parent” or mapped GL. The records are tagged with an “S” flag to keep their identity as SL data. When this field is used, it is likely that the Reassignment Screen (Screen 181) will be used. Used on the “B” Schedules. Screen 174 – Report Section Maintenance (cont’d) Duplicate Flag: 1 character Enter “Y” if data from a subcode or account control range is displayed in more than one column of the section. This duplicate flag tells the selection program to check future columns to see if the subcode needs to be re-used. Entering “N” will place a value in only one column, even if the record meets the criteria for a subsequent column. For example, if you are reporting “beginning balance” in one column and “actuals” in the next, the “actuals” will not be reported unless the duplicate flag is set because the selected subcode record is used in both the “beginning balance” and the “actual” columns. You might also use this field if an expense is reversed from an expenditure column and added to a revenue column. Default is blank or “N” (no). HEAF Flag: PF2 Help 1 character Type “Y” to include only accounts that have a Higher Education Assistance Fund code value in the Fund Source field (value of 19 on Screen 2/Screen 6) or the Sub-Element of cost (value of 01 on Screen 8). Appr Nbr Flag: PF2 Help 1 character Type “Y” to select only bank accounts with non-blank appropriation number values on FRS Screen 28. CFDA Flag: PF2 Help 1 character To only select accounts with values for the Catalog of Federal Domestic Assistance code, enter “Y.” The CFDA value is found by getting the project number from FRS Screen 9 and then goes to SPR under the project to get the CFDA code from the sponsor. Used for the D-5 Schedule. Old Function Flag: 1 character Type “Y” if the beginning of the year function should be used, if entered on Screen 178. The old function code for the account will carry the account’s beginning balance and a transfer out for the amount of the beginning balance. The new function code will carry the expenditures, revenues, transfer in (including an amount for the beginning balance), and the ending balance. This is used when the function code has been changed during the fiscal year. This code would be used for the C-2 schedule, but TAMUS doesn’t use it. SA Attribute Flag: 1 character Type “Y” to get the Function (Purpose) information from the support account. Old Sponsor 1 character Type Flag: Indicate with a “Y” that a beginning of the year sponsor type should be used, if entered on Screen 178. The old sponsor type for the account will carry the account’s beginning balance and a transfer out for the amount of the beginning balance. The new sponsor type will carry the expenditures, revenues, transfers in (including an amount for the beginning balance), and the ending balance. This code would be used for the C-2 schedule, but TAMUS currently doesn’t use it. Screen 174 – Report Section Maintenance (cont’d) AFR Fund PF2 Help 2 digits each Group(s): Numeric code representing the combination of fund and sub-fund group in the order they should appear in the Annual Financial Report (AFR). Enter fund groups to be used for extraction in this section. Enter “**” to indicate all fund groups. The table below is maintained by FAMIS Services on Screen 899. AFR Sub Fund Fund Fund Description ++ ** ** ALL ACCOUNTS ** ** ** ALL GL & SL ACCOUNTS 00 BANKS 01 CLEARING ACCOUNTS 10 FG FUNCTIONAL AND GENERAL 20 DS DF DESIGNATED/FUNCTIONAL & GENERAL 21 DS DS DESIGNATED/SERV DEPT-PROF FEES & SE 22 DS ST DESIGNATED/SERV DEPT-TRAVEL 23 DS SM DESIGNATED/SERV DEPT-MATERIAL & SUP 24 DS SU DESIGNATED/SERV DEPT-COMM & UTIL Additional Functions PF KEYS See the Appendix for explanation of the standard PF keys. PF5 Next Next Moves you to the next screen to continue defining the report. PF7 Campus Camp Shows the campus codes using the report. Report Column Maintenance After you have defined the sections of the report, you must narrow your work to define the columns. FAMIS allows you to create text for the section column headings and to further specify data extraction criteria. Screen 175 is used for these definitions and specifications. Each column of the section must be defined separately. Press to scroll through the columns. Screen 175 - Report Column Maintenance 175 Report Column Maintenance 04/03/13 09:24 FY 2013 CC 02 Screen: ___ CC: 00 Fiscal Year: 2012 Report: N-2_______ Section: 1__ Col: 2_ Column Text: ADJUSTMENTS_____ Page: 1 >>> ________________ Message will appear when displaying certain reports. For example: * SPECIAL HANDLING EXISTS * * SEE REASSIGNMENT SCREEN 181 * ________________ ________________ Reverse Sign Flag: Y Data Type: _ Text Only Flag: _ SUM = + __ + __ + __ + __ + __ + __ + __ + __ + __ + __ + __ + __ + __ + __ - __ - __ - __ - __ - __ - __ - __ - __ - __ - __ - __ - __ - __ - __ Ledger Subcode Ranges: G 4414 TO 4414 G 4420 TO 4449 G 4620 TO 4620 G 5414 TO 5414 G 5420 TO 5446 G 5448 TO 5448 G 5449 TO 5449 G 5620 TO 5621 _ ____ TO ____ _ ____ TO ____ _ ____ TO ____ _ ____ TO ____ _ ____ TO ____ _ ____ TO ____ _ ____ TO ____ _ ____ TO ____ _ ____ TO ____ _ ____ TO ____ _ ____ TO ____ _ ____ TO ____ AFR Fund Group Ranges: __ TO __ __ TO __ __ TO __ __ TO __ __ TO __ __ TO __ __ TO __ __ TO __ Account Ranges: ______ TO ______ ______ TO ______ ______ TO ______ ______ TO ______ ______ TO ______ ______ TO ______ ______ TO ______ ______ TO ______ ______ TO ______ ______ TO ______ ______ TO ______ ______ TO ______ Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Next Left Right Report Column Maintenance Process This screen defines only one column at a time. Text must be entered for each column heading. This text will be automatically centered and bottom justified when the report is printed. Columns of data may be added together or subtracted from each other to produce a total for the column being defined. Enter the column numbers to be added in the plus (+) fields and the columns to be subtracted in the minus (-) fields. Data will only be extracted if it meets ALL the non-blank criteria in the “Ranges” fields (Ledger Subcode Ranges, AFR Fund Group Ranges, and Account Ranges). If no criteria are entered, no data will be displayed. All data, including that which needs to be reassigned, must be specified or it will not be displayed on the report. Screen 175 – Report Column Maintenance (cont’d) Enter the ranges for the Ledger Subcode, AFR Fund Group, and/or Account that are to be included in the report. Consistency is important. If “G” is entered as the Ledger Code on Screen 174, you cannot enter an “S” in the Subcode/Account Control Range fields. If no changes are made to the screen, press and the column number will automatically be incremented by one. Basic Steps • Type the campus code (CC), Fiscal Year, Report code, Section number, and Column Text in the fields provided and press . • Type in the information to be used on the column headings and the criteria to be used for extracting the data, then press . • Use PF11 to scroll right and add/view additional ranges. Field Descriptions (. = Required; Help = Field Help Available Using PF2, ? or *) Action Line . CC: 2 digits Enter the campus code to be used for the report. . Fiscal Year: 4 digits Enter the fiscal year for the report being created/modified. . Report: * Help 10 characters/digits Enter the report code. . Section: 3 digits Indicate the section of the report the definitions will affect. . Col: 2 digits Designate the column number on the report. Press to scroll through the column numbers. . Column Text: PF2 Help 4 lines/15 characters Type the column heading as it should appear on the schedule or exhibit. If the column headings remain the same between sections, they should be entered only for the section in which they first appear. These headings will be reprinted whenever a page break occurs. Screen 175 – Report Column Maintenance (cont’d) Column Text There are several dynamic variables that can be used in this text. (cont’d): @A = 4-digit fiscal year @B = 2-digit fiscal year @C = 4-digit prior fiscal year @D = 2-digit prior fiscal year @E = 4-digit calendar year @F = 2-digit calendar year @G = 4-digit prior calendar year @H = 2-digit prior calendar year @I = Processing month @J = Prior processing month @K = Calendar month @L = Prior calendar month @M = Last day of the month @R = 3-digit month name Area to right of Column Text field -- This area will display a message if special handling “reassignments” have been entered on Screen 181. The information entered on the Reassignment Screen (Screen 181) will alter the information shown on this screen. Any reassignments must be included in criteria on Screen 175. Screen Information . Reverse Sign PF2 Help 1 character Flag: Enter “Y” to reverse the sign of the amount fields before processing the data; the amounts will have their signs reversed for both calculations and displays. Amounts are originally signed the same way they are displayed on FRS Screen 18 and Screen 19. Revenues and fund balance additions are negative. Expenditures and fund deductions are signed positive. There are 4 places in which signs can be reversed: Screen 175 (column screen), Screen 179 (row), Screen 180 (extended line item), and Screen 181 (reassign subcode in a section). . Data Type: PF2 Help 1 character Shows type of data displayed in the column. For example: Blank = Actuals Only (default) A = Beginning Balance Plus Actuals W = Any Non-Zero Dollar Activity B = Beginning Balance Only Future type(s) to be added: E = Ending Balance Encumbrances and Budget amounts are not currently used by the system. When they are, the following values may also be valid: R = Revised Budget O = Original Budget (with carry forward) N = Original Budget (no carry forward) Screen 175 – Report Column Maintenance (cont’d) Text Only Flag: PF2 Help 1 character Enter “Y” to omit $ signs and underlining in this column. Used primarily for footnotes text and display of non-dollar data in a column. Used for the footnotes and will be used for the D-5 schedule. Y = Yes Blank = No flag is set Sum = + PF2 Help 2 digits each - 28 lines – If desired, designate the column numbers to be used when calculating the total. Ledger Subcode PF2 Help 1 character/4 digits Ranges: 20 ranges Enter the ledger type (G=General Ledger account control; S=Subsidiary Ledger object code) in the first field of each range, and include the start and end subcode number ranges. These must match the ledger code selected on Screen 174. If ledger is left blank, the values of these fields will default according to the Ledger Code selected on Screen 174. These values are checked before the reassignments seen on Screen 181. AFR Fund PF2 Help 2 digits/8 ranges Group Ranges: Numeric codes representing the range of AFR fund groups that should be used for extracting data for the column. Up to eight ranges may be used. Entry of these ranges is only needed to further break out the data defined on Screen 174 and to put the data in separate columns. For example: AFR Sub Fund Fund Fund Description ++ ** ** ALL ACCOUNTS ** ** ** ALL GL & SL ACCOUNTS 00 BANKS 01 CLEARING ACCOUNTS 10 FG FUNCTIONAL AND GENERAL 20 DS DF DESIGNATED/FUNCTIONAL & GENERAL 21 DS DS DESIGNATED/SERV DEPT-PROF FEES & SE 22 DS ST DESIGNATED/SERV DEPT-TRAVEL 23 DS SM DESIGNATED/SERV DEPT-MATERIAL & SUP 24 DS SU DESIGNATED/SERV DEPT-COMM & UTIL 25 DS SR DESIGNATED/SERV DEPT-REPAIRS & MAIN 26 DS SL DESIGNATED/SERV DEPT-RENTALS & LEAS Account Ranges: 6 digits/12 ranges Indicate the account number ranges to be used for extracting data for this column. This will rarely be used for TAMUS AFR production, although some may find it useful for User Defined reports in the future. These might be used to select specific banks or for the Debt Bond Schedule (B-10). Screen 175 – Report Column Maintenance (cont’d) Additional Functions PF KEYS See the Appendix for explanation of the standard PF keys. PF5 Next Next Advances to next screen (Screen 176) for entering additional row and column heading text. Report Column Reassignment Maintenance Screen 181 allows you to reassign the column data on a report. This feature enables the inclusion or exclusion of subcodes for a specified column within a section of the report. The subcode amounts will be included with the detail of the subcode to which it is reassigned. For example, some Members book their Endowment Earnings at the GL level using account controls 4032 and 4650. For the AFR, the dollar amounts in these two subcodes must be included with the SL object code 0395, where the other Members are booking the endowment dollars. This screen allows for the reassignment of the account controls to the object code or vice versa. Screen 181 - Report Column Reassignment Maintenance 181 Report Column Reassignment Maintenance 04/03/13 09:27 FY 2013 CC 02 Screen: ___ CC: 00 Fiscal Year: 2012 Report: C-1_______ Section: 1__ Col: 1_ Column Text: FUNCTIONAL !! WARNING !! AND GENERAL Reverse sign flag on screen 175 does not apply to reassigned subcodes. Please use code 'M' to reverse sign. Ldgr Subcd Range Code Reassign To Ldgr Subcd Range Code Reassign To G 4008 4009 M S 0355 G 4029 4029 M S 0383 G 4010 4010 M S 0350 G 4030 4030 M S 0384 G 4011 4011 M S 0351 G 4031 4031 M S 0385 G 4012 4012 M S 0352 G 4032 4032 M S 0395 G 4017 4017 M S 0357 G 4460 4460 M S 0005 G 4018 4018 M S 0358 G 4650 4650 M S 0395 G 4020 4020 M S 0360 _ ____ ____ _ _ ____ G 4021 4021 M S 0361 _ ____ ____ _ _ ____ G 4023 4023 M S 0363 _ ____ ____ _ _ ____ G 4024 4024 M S 0364 _ ____ ____ _ _ ____ G 4027 4027 M S 0381 _ ____ ____ _ _ ____ Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Report Column Reassignment Process This screen provides two columns for entering up to 22 reassignments. The order that data is entered is important. The program processes data in the order entered on the screen. Although the data is entered across rows, once you press , the data will be reorganized so that it is read by column. The reassignment lines can have no overlaps in the ranges. Basic Steps • Type the campus code (CC), Fiscal Year, Section number, and Column Text in the fields provided, and press . • Enter the type of ledger (Ldgr) and the codes to be reassigned. • Press to record the information. Screen 181 – Report Column Reassignment Maintenance (cont’d) Field Descriptions (. = Required; Help = Field Help Available Using PF2, ? or *) Action Line . CC: 2 digits Enter the campus code for the report being created. . Fiscal Year: 4 digits Enter the fiscal year for the report being created/modified. . Report: * Help 10 characters/digits Enter the report code. . Section: 3 digits Include the section number where the entries on this screen will apply. . Col: 2 digits Indicate the column number where the entries on this screen will apply. Column Text: 4 lines - 15 characters each Displays the heading text for the specified column. Screen Information . Ldgr: PF2 Help 1 character Indicate whether this will be a general or a subsidiary ledger entry. G = General Ledger S = Subsidiary Ledger . Subcd Range: 4 digits each Enter the beginning and ending account control or subcode to be reassigned. Code: PF2 Help 1 character Designate whether to multiply by “–1” or note the code for exclusion from the reports: M = Multiply by “-1.” X = Exclude from report (cannot be used with Reassign To field) Blank = Reassign Reassign To: PF2 Help 1 character, 4 digits Indicate whether the record is to be reassigned to a general or subsidiary ledger and include the account control or object code number. Cannot be used if Code field has an “X” in it. G = General Ledger S = Subsidiary Ledger Additional Functions PF KEYS See the Appendix for explanation of the standard PF keys. Report SuperHeader Maintenance This SuperHeader Maintenance Screen (Screen 176) allows you to enter heading text that will span two or more columns. The heading text will appear above the specified section columns. Like all other headings that have text specified, these heading lines will be automatically centered and underlined. Screen 176 - Report SuperHeader Maintenance 176 Report SuperHeader Maintenance 04/03/13 09:29 FY 2013 CC 02 Screen: ___ CC: 00 Fiscal Year: 2012 Report: C-1_______ Section: 1__ <-COLUMN-> ROW FROM TO TEXT 1 1_ 4_ UNRESTRICTED_________________________________ _____________________________________________ _____________________________________________ _ __ __ _____________________________________________ _____________________________________________ _____________________________________________ _ __ __ _____________________________________________ _____________________________________________ _____________________________________________ _ __ __ _____________________________________________ _____________________________________________ _____________________________________________ _ __ __ _____________________________________________ _____________________________________________ _____________________________________________ Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Next Report Superheader Process Up to 9 rows of text may be specified above a group of columns. This text will automatically be centered and the last line will be underlined over the specified columns. A row number may be used more than once if the additional text is to appear above a different column range. SuperHeading text is not always exactly centered when it must span across two pages of the report. This offsetting is necessary due to the extra space needed to accommodate margins and binding. Basic Steps • Enter the campus code (CC), Fiscal Year, Report code, and Section number that will use the header information. • Press to record the header text to be used on the report. Screen 176 – Report SuperHeader Maintenance (cont’d) Field Descriptions (. = Required; Help = Field Help Available Using PF2, ? or *) Action Line . CC: 2 digits Enter the campus code to be used for the report. . Fiscal Year: 4 digits Enter the fiscal year for the report being created/modified. . Report: * Help 10 characters/digits Enter the report code. . Section: 3 digits Type the section number of the report that will use the header text entered on this screen. Screen Information ROW: 1 digit Enter the row number (starting with one) where the header text will appear. The lowest number used will be the top (highest) row. The numbers are positional, not relative, so skipping a number will not create a blank header text line. <-COLUMN-> FROM: 2 digits Indicate the first column number of the column range over which the header text should be centered. TO: 2 digits Include the last column number of the column range over which the header text should be centered. TEXT: 45 characters, 3 lines for each row Enter the text that should appear above the columns indicated in the previous fields. These lines will be bottom justified on this screen. The text will be automatically centered over the columns. You may need to put blanks in front of the text if the superheader spans a page break. Additional Functions PF KEYS See the Appendix for explanation of the standard PF keys. PF5 Next Next Advances to next screen (Screen 177), which is used to designate how the report data will be sorted. Report Sort Order Maintenance The data on an AFR report is sorted and displayed in an order controlled by the program name entered on the Report Definition Screen (Screen 174). Screen 177 is used to display the field sort sequence. This screen is inquiry only when exhibits and schedules are referenced on the Action Line. Sort values are preset based upon the program name tied to the Report Section Maintenance Screen (Screen 174). The data in each section will be sorted in the order of importance indicated by the number opposite the sort field. In the future, this screen will be modifiable for User Defined reports. Screen 177 - Report Sort Order Maintenance 177 Report Sort Order Maintenance 04/03/13 09:29 FY 2013 CC 02 Screen: ___ CC: 00 Fiscal Year: 2012 Report: C-1_______ Section: 1__ ********************** ENTER SORT ORDER REQUIRED ************************* Account: __ Account Control/Object Code: 2_ Fund Group: 1_ Sub Fund Group: __ Executive Level: __ Division: __ Department: __ Sub Department: __ College: __ Reporting Group: __ Function: __ Sub Function: __ Element of Cost: __ Sub-Element of Cost: __ Responsible Person: __ Auxiliary Code: __ Appropriation Nbr: __ Sponsor Type: __ Major CFDA: __ Minor CFDA: __ Ledger: __ Bank Type: __ Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Next Report Sort Order Maintenance Process The way the data is sorted for the specified section is determined by the order displayed on this screen. The items are ranked in ascending order of importance. In the future, for user-defined reports, a new program will allow users to choose the desired sorts using this screen. Basic Steps • Type the campus code (CC), Fiscal Year, Report code, and Section number that will be affected by the sorting specifications entered on this screen. • Press to display the programmed sort order. Screen 177 – Report Sort Order Maintenance (cont’d) Field Descriptions (. = Required; Help = Field Help Available Using PF2, ? or *) Action Line . CC: 2 digits Enter the campus code to be used for the report. . Fiscal Year: 4 digits Enter the fiscal year for the report being created/modified. . Report: * Help 10 characters/digits Enter the report code. . Section: 3 digits Type the section number that will be affected by the sort order designated on this screen. Screen Information Enter the sort order required for the remaining fields on the screen. The sort fields displayed are attributes found on the accounts in Financial Accounting. See FRS Screen 2 through Screen 9 for more information on these fields. If a number is displayed opposite any of them, the number indicates the attribute’s sort hierarchy for the report. Additional Functions PF KEYS See the Appendix for explanation of the standard PF keys. PF5 Next Next Advances to the next screen (Screen 179) to enter the Line Item Definition. Function/Sponsor Code Maintenance Occasionally, attributes change during a fiscal year, and this can become an AFR reporting issue. Screen 178 is used to indicate that an account has had a function, sponsor, or CFDA (Catalog of Federal Domestic Assistance) code change during the fiscal year. The Action Line fiscal year should be the year in which the account’s attribute(s) changed and for which the AFR is being prepared. For changes to a sponsor type, the old CFDA code must be included on this screen. When used for a report, the beginning balance and a transfer out for the amount of the beginning balance will be indicated against the old code(s). The revenues, expenditures, a transfer in for the amount of the beginning balance, and the ending balance will be shown under the current codes. Old codes are used in reports only if the report definition (Screen 174) indicates that they should be used. This screen is used mainly for data entry errors or to correct a misunderstanding on function or sponsor in the accounting database. Screen 178 - Function/Sponsor Code Maintenance 178 Function/Sponsor Code Maintenance 04/03/13 09:31 FY 2013 CC 02 Screen: ___ Fiscal Year: 2012 Account: ______ Old Sponsor Type: __ Old Function Code: __ Old CFDA Code: _______ Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Basic Steps • Type the Old Sponsor Type, Old Function Code, and Old CFDA Code that should be used in creating the report, and press . Screen 178 – Function/Sponsor Code Maintenance (cont’d) Field Descriptions (. = Required; Help = Field Help Available Using PF2, ? or *) Action Line . Fiscal Year: 4 digits Enter the fiscal year for the attribute being modified. . Account: 6 digits Indicate the account number of the old function code, old sponsor type, and old CFDA code. Screen Information Old Sponsor PF2 Help 2 characters Type: Indicate the type of sponsor previously tied to the indicated account number. Old Function PF2 Help 2 digits Code: Enter the function code previously used for the account. Old CFDA Code: PF2 Help 5 digits Indicate the previously used Catalog of Federal Domestic Assistance code. Additional Functions PF KEYS See the Appendix for explanation of the standard PF keys. Line Item Definition Maintenance The rows of the AFR report are defined on FAMIS by using Screen 179. Row definition, in conjunction with column definition (Screen 175), controls how the data appears in an individual cell of a report. Additionally, you have control over the way the information is totaled on this screen. Row definitions are created and maintained on Screen 179. For exhibits and schedules, you will need to view the Master Campus so that you can select lines that need to have manual entries created or your Member’s AFR reports. Screen 179 - Line Item Definition Maintenance 179 Line Item Definition Maintenance 04/03/13 09:32 FY 2013 CC 02 Screen: ___ CC: 00 Fiscal Year: 2012 Report: B-2-A_____ Section: 1__ HD: __ Sub: __ Line Val Fn HD Sb Typ Col Ind From To Description > S U _ 2_ 1_ _ __ _ ______ ______ INSTITUTIONAL SUPPORT_________________ _ __ _ 3_ 1_ D __ A 000001 099999 *A__________________________________ _ __ _ 3_ 9_ Z __ _ ______ ______ TOTAL SERVICE DEPARTMENTS_____________ _ ** _ 3_ 9_ Z 6_ F ______ ______ [a]___________________________________ _ __ _ __ __ _ __ _ ______ ______ ______________________________________ _ __ _ __ __ _ __ _ ______ ______ ______________________________________ _ __ _ __ __ _ __ _ ______ ______ ______________________________________ _ __ _ __ __ _ __ _ ______ ______ ______________________________________ _ __ _ __ __ _ __ _ ______ ______ ______________________________________ _ __ _ __ __ _ __ _ ______ ______ ______________________________________ _ __ _ __ __ _ __ _ ______ ______ ______________________________________ _ __ _ __ __ _ __ _ ______ ______ ______________________________________ _ __ _ __ __ _ __ _ ______ ______ ______________________________________ _ __ _ __ __ _ __ _ ______ ______ ______________________________________ _ __ **** End of data **** Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Camp Desc DLoad Line Item Definition Maintenance Process Function (Fn) Function specifies what action you want to take with a record – generally either Adding (A), Deleting (D), or Updating (U) the record. When you type an “X” in the Fn (function) field and press , you select the record and will advance to Screen 180 (Extended Line Item Maintenance). Levels – Heading and Sub (HD and SB) Each unique combination of HD (heading level) and Sb (subheading level) fields is summed together to make one row on an AFR report. The numbers assigned determine the order in which the items will appear on the report. When entered on the Action Line, these fields are used as paging devices to position within a report section. Leave gaps in the numbers that you assign to allow for growth or change. WARNING! Heading changes will affect certain levels of subtotals. See Line Type descriptions for more information. Screen 179 – Line Item Definition Maintenance (cont’d) Line Type (Line Typ) The line type determines the processing for a particular row. The most commonly used line types are detail line (D), line command (L), manual entry (M), or total (R, S, T, Z) line. Each of these values will have a different effect in the report. Line commands are used with the Line Type of “L” (line) and are typed in the Description field. See the values available in the Field Description section. Detail (D) lines are the most common line types and generally are used to pull specific financial data from the FAMIS database. If “M” (manual update) is displayed in the Line Typ field, you may press PF9 to view the reason for the manual entry. “Total” Lines or Report Levels These line types are presented from the lowest level “R” to the highest level “Z.” Remember that any lower level will be reset by a change to a higher level. Remember – do not add a manual entry to a total line. Running Total – “R” Line Type (lowest level) A running total is initiated by entering an “R” line type. This calculation begins with a section or heading change and continues to total until the “R” line prints and is reset automatically by an “S” line type. The running total does not affect any other subtotals. The “R” line will print the running total with a single underline and then skip a line before the next entry. Subtotal – “S” Line Type Subtotal lines are initiated by using an “S” line type. Subtotals are like running totals except that they are not reset when printed. They are reset automatically at heading (HD) breaks. The “S” line prints the subtotal, single underlines it, and then skips a line. Total – “T” Line Type The total line is entered with a “T” line type. The sum of the data for one section is printed with a double underline. These totals are automatically reset at the end of the section. Final Total – “Z” Line Type (highest level) The final total “Z” is like the “T” line type except that it will transcend report sections. It prints with a double underline, skips a line, and update indicator is not reset when the line is printed. Screen 179 – Line Item Definition Maintenance (cont’d) Description To create a header which will print “continued” on subsequent pages, the first row of the text in the Description field should be flush left. All subsequent row descriptions must be indented with 2 space increments. Typing “*A” in the Description field tells FAMIS to display each account title (description) for a particular line item detail. Typing an asterisk (*) in the Description field tells FAMIS to display the subcode description for the information in the detail line. See other line commands available in the Field Descriptions section. Multiple Columns Inclusion If double asterisks (**) are displayed in the U field, this indicates that data from multiple columns is being updated. If blank, no updates exist for the line. A number displayed indicates one update in the specified column. Column (Col Field) This column is used to indicate where a footnote pointer such as “[a]” appears on a report. It is also used with a type Z report to indicate the column in which the data should be displayed. Value Indicator (Val Ind Field) This column is used to indicate the type of data being specified in the “From:” and “To:” columns. See the values available in the Field Description section. From and To Fields These columns identify the beginning and ending values of the data type indicated by the Value Indicator column. The most commonly used are GL account controls and SL object codes. These can also be preceded by the 2-digit fund group to further narrow the range. The data may already be restricted from previous entry screens before you get to this point. Basic Steps • Enter the campus code (CC), Fiscal Year, Report code, and Section number for the report being created, and include the heading (HD) and subheading (Sub) levels. • Press to create or view the record. Select a row or cell for a manual entry: • Position your cursor in the Fn (Function) field next to the line, where the manual entry must be made. • Type “X” in the Fn (Function) field and press to move to Screen 180, where the manual data will be entered. • Refer to notes for Screen 180 to continue. Screen 179 – Line Item Definition Maintenance (cont’d) Field Descriptions (. = Required; Help = Field Help Available Using PF2, ? or *) Action Line . CC: 2 digits Enter the campus code to be used for the report. . Fiscal Year: 4 digits Enter the fiscal year for the report being created/modified. . Report: * Help 10 characters/digits Enter the report code. Section: 3 digits Indicate the section number of the report that will use the definitions entered on this screen. HD: 2 digits Designate a header level from 01 to 99 to provide a starting point to view data. Sub: 2 digits To position and view data at a particular starting position, enter a sub-header level from 01 to 99, or leave blank. This field is used to distinguish each entity—usually a detail level, and is used as a starting point to view data. Screen Information Fn: PF2 Help 1 character Enter the function code to indicate the type of definition or maintenance. A = Add U = Update D = Delete X = Select (advances to Screen 180 for manual, query, or update entry.) HD: 2 digits Type a header level from 01 to 99. It is recommended that gaps be left in the numbers for future changes. The numbers in the level are used to indicate the order of the rows. Sb: 2 digits Use this sub-header field to distinguish each entity – usually a detail level. It is recommended that gaps be left in the numbers for future changes. Each unique combination of HD/Sb makes a row (or more, if there is an asterisk (*) in the description). If the data is all zeroes, no header, data, or subtotals will be shown if the use suppress module is specified as “Y” on Screen 174. Screen 179 – Line Item Definition Maintenance (cont’d) Line Typ: PF2 Help 1 character Indicate the type of line being defined: Blank = Description text is printed B = Break on function – only used for certain schedules. (Ex: Schedule B- 2) C = Continue two lines of description that are associated with one line. Normally used with total lines that have a very long description. D = Detail information will be printed in the normal column format. This is the most common line type. L = Line command, used to insert a blank line, underline, or prevent a “total” from being reset (see Description field below for available line commands). M = Manual entry (from D or T line). Indicates that the report needs to use a value manually entered on Screen 180 of the AFR module. Q = Query indicates that a field updated in another report will be included. Levels of Total: R = Running total since the last header change or running total print. It is printed and then reset. It does not affect the subtotal. The running total is written and single underlined, and a line is then skipped. S = Subtotal. It is reset between sections and when the header (HD) value changes. Unlike the running total, it is not reset when printed. It is written and underlined, and a line is skipped. (See line command SNORESET.) T = Total for the report section. It is written and double underlined, and a line is skipped. Totals are reset at the end of the section. (See line command TNORESET.) Z = Final report total. It is like a “T” except that it transcends report sections. It is double underlined and does not get reset when printed. (See line command ZRESET.) Col: 2 digits The column to the right of which a footnote pointer, such as [a], appears on a report. It is also used for a type 2 report to indicate the column in which the amount should be displayed. Screen 179 – Line Item Definition Maintenance (cont’d) Val Ind: PF2 Help 1 character/digit Indicate value indicator for the type of data being specified in the “From:” and “To:” columns. Blank = No defined value “Null” A = Account B = Bank Type C = Major CFDA D = Minor CFDA E = Element of Cost F = Footnote indicator. The Description field contains the mark (e.g. [a]) displayed next to the column. The Col field should indicate where the footnote pointer will appear. If zero is entered in the Col field, the footnote pointer will apply to the description information in Col 0. G = GL account control P = Function S = SL object code T = Text 1 = Fund/Function (values of the two fields should be placed next to each other without any intervening spaces) 3 = Agency/Name 4 = Revenue/Source 5 = Type of Sponsor 6 = Pass Through to Agency ID 7 = Sort CFDA Funding Agency ID From: 6 digits Enter the beginning value of the data type indicated by the Value Indicator. To: 6 digits Designate the ending value of the data type indicated by the Value Indicator. Description: PF2 Help 38 characters Type the description of the line item as it should appear on the report. Upper and lower case is allowed, but it is recommended that lower case only be used for the Footnote text. If more room is needed for the description, press PF8 for extended text. To create a header which will print “continued” on subsequent pages, the first row of the text in the Description field should be flush left. All subsequent row descriptions MUST be indented with 2 space increments. “Subtotals” must line up with “Header”, while “Total” must be flush left. Screen 179 – Line Item Definition Maintenance (cont’d) Description The following may be used only with the “D” line type: (cont’d): *A - Displays the description of the detail line (account titles) * - Displays the subcode descriptions The following are special indicators that may be used with the “L” line type ONLY: DOLLAROFF – specifies dollar signs should be removed from the display (used for footnotes) DOLLARON – specifies dollar signs should be used. DUNDERLINE – specifies a double underline should be printed. NEWPAGE – Specifies a page break should occur. NEWLINE – Specifies a new line should be inserted. NUNDERLINE – Suppresses any underlines that would be printed from total columns. Type must be “L.” SNORESET – Passes subtotal value to the next header or section. TNORESET – Passes total value to the next section. UNDERLINE – Specifies the printing of an underline. Overrides the double underline of a “T” or “Z.” UPLINE – Moves print position up one line. Multiple UPLINES may be used together. ZRESET – Resets Z total. The following may be used with detail lines: @FY-END-DATE – will be replaced with month, fiscal year when used anywhere in the description (format mmmmm, yyyy). @FY-END-YY – will be replaced with 2 digit fiscal year when used anywhere in the description (format yy). @FY-END-YYYY – will be replaced with 4 digit fiscal year when used anywhere in the description (format yyyy). @FY-BEG-YYYY – Start of fiscal year will be displayed when this is used anywhere in the description. (format yyyy). >: 1 character Indicates that an extended description exists for the line. S: PF2 Help 1 character Indicate the sign to be used on the field of the report. Care needs to be taken because signs can be reversed in multiple places (175 column screen, 180 extended line, 181 reassignment screen, and 179 row screen). For example, setting it on a column and again on a detail line will cause the cell to be signed in its original state. B = Both display with reversed sign and reverse value when adding to total. M = Display as received, reverse value when adding to total (math only) Y = Display with sign reversed, add value as received to total Screen 179 – Line Item Definition Maintenance (cont’d) U: 2 characters/digits Displays column number from which an update entry is made on Screen 180. This is used to store a value from a cell so that it can be used in another section or report. The value “**” indicates multiple entries are included. If multiple lines exist for a heading/subheading, the update will be stored on the first occurrence. Only certain line types can have an update attached to them. Some of them are D, R, S, T, and Z. Additional Functions PF KEYS See the Appendix for explanation of the standard PF keys. PF7 Campus Camp Shows the campus codes that use this particular report. PF8 Description Desc Provides more space to enter a longer description than was provided in the Description field. PF9 Download DLoad Download screen information using Entire Connection. Extended Line Item Maintenance FAMIS will allow you to make a manual entry for a specified column on the report, to query an amount from another previously run report, or store an update to be used on other reports. These AFR report entries are made for a selected month and created/modified on Screen 180 by typing the information in the appropriate column. System Members will enter information for their specific campus codes on this screen. Care must be taken to ensure that the AFR manual entries are made in the appropriate “Manual CC” and “Manual Month.” The month currently defaults to 13. It should be noted that entries made for each month or campus are independent of each other – prior months’ entries are not added together to calculate a future month’s amount. Screen 180 – Extended Line Item Maintenance 180 Extended Line Item Maintenance 02/26/10 11:08 FY 2010 CC 02 Screen: ___ CC: 00 Fiscal Year: 2010 Report: C-1_______ Section: 1__ Hd: 3_ Sub Hd: 3_ Manual CC: 00 Manual Month: 13 Description: GENERAL REVENUE______________________________________________ M - Col Amount | Q - Col FY Report Sec UPN | U - Col R UPN 1_ ______________ | __ ____ __________ ___ _____ | 1_ _ 50036 2_ ___-2500002.00 | __ ____ __________ ___ _____ | 2_ _ 50037 __ ______________ | __ ____ __________ ___ _____ | 3_ _ 50038 __ ______________ | __ ____ __________ ___ _____ | 5_ _ 50039 __ ______________ | __ ____ __________ ___ _____ | __ _ _____ __ ______________ | __ ____ __________ ___ _____ | __ _ _____ __ ______________ | __ ____ __________ ___ _____ | __ _ _____ __ ______________ | __ ____ __________ ___ _____ | __ _ _____ __ ______________ | __ ____ __________ ___ _____ | __ _ _____ __ ______________ | __ ____ __________ ___ _____ | __ _ _____ __ ______________ | __ ____ __________ ___ _____ | __ _ _____ __ ______________ | __ ____ __________ ___ _____ | __ _ _____ __ ______________ | __ ____ __________ ___ _____ | __ _ _____ __ ______________ | __ ____ __________ ___ _____ | __ _ _____ __ ______________ | __ ____ __________ ___ _____ | __ _ _____ Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Camp Mrsn Audit The negative sign must be entered in front of the number. Extended Line Item Maintenance Process Manual Entries A manual entry for a specific column may be made in the M - Col field. Be sure to include the decimal point and precede the amount with a minus sign if it is a negative number. A new entry on an existing column will replace the existing dollar amount. The manual entry will only affect that particular Manual CC and the Manual Month, so if you add an entry in month 7 and run the report for month 13, you won’t see the manual entry. Screen 180 – Extended Line Item Maintenance (cont’d) Manual entries will be done on the Member campus while the report itself will be stored on the Master campus. When a report is generated, FAMIS only looks at the specifications defined for a particular campus for manual entries. Each manual entry requires a justification reason that is entered on a pop-up window. An “M” entry will automatically create an “M” row on Screen 179 (if it does not already exist). The manual entry amount will be added to the amount placed in that cell by a detail, query, or total. Do not add a manual entry to a “TOTAL” line. To delete a manual entry, simply go to Screen 180 and blank out the manual entry’s amount. Update Fields The purpose of the update field is to store dollar data for use in another report or in subsequent sections of the same report. An update is always associated with a D, R, S, T, or Z line (row). The U-section of this screen indicates that FAMIS should identify and store specific dollar data for use in other reports or sections. The data stored will be the value in a given cell identified by a section, header, subheader, and column of a particular report. Once updated, the data is immediately available for query. Query Fields Query fields and Update Fields work together to save time and calculation effort. A query entry, made in the Q- portion of this screen, instructs that data previously updated be added into the Q column. The Col field indicates the column on the current report where the data should be included. Timing is important to ensure that the data being queried has been stored with an update PRIOR to the query. If not, the query will get the information stored the last time the update was run and your report probably will be incorrect. The update must be identified by fiscal year, report, section, and update number. Within the Q section: • the first field (Col) is where the data will be added • the next four fields (FY, Report, Sec, and UPN) are where the data will come from. A message will appear at run time if queried information does not exist. The entry will automatically create a Q line on Screen 179 (if it does not already exist). Query entries will be used extensively by Exhibit C – which will query or pull data from other reports that have already calculated the numbers (i.e. C-1 and C-2). You must run for the SAME month if you cross fiscal years in your query. Screen 180 – Extended Line Item Maintenance (cont’d) Basic Steps • Enter the campus code (CC), Fiscal Year, Report code, and Section number that will use the information entered on this screen. Enter the header (Hd) and subheader (Sub Hd) level, and change the Manual CC (campus code) and Manual Month, if necessary. • Press to view or record the information. Field Descriptions (. = Required; Help = Field Help Available Using PF2, ? or *) Action Line . CC: 2 digits Enter the campus code for the report being created/modified. . Fiscal Year: 4 digits Type the fiscal year for the report being created/modified. . Report: * Help 10 characters/digits Enter the report code. . Section: 3 digits Indicate the section number of the report where the extended line item information will be applied. . Hd: 2 digits Designate the line item header level. . Sub Hd: 2 digits Enter the sub-header line item level. . Manual CC: 2 digits Indicate the member campus code for the manual entry. The report may be stored on the Master campus, but the manual entry will be done on the Member campus. . Manual Month: 2 digits (month text displayed) Type the month for the manual entry. Default is 13th month. Screen Information Description: 65 characters Displays a description that was entered on Screen 179. This description may be changed. - - Manual - - M - Col: 2 digits Enter the column number where manual entry is to be included on the report. Screen 180 – Extended Line Item Maintenance (cont’d) Amount: 14 digits Enter the manual entry amount. This amount is added or subtracted from a cell. It must be signed the same as the original number to increase its value and opposite to decrease the value. The negative sign must be entered in front of the number. - - Query - - Q - Col: 2 digits This query function is used to indicate the column number where the retrieved amount is to be included on the report. Multiple entries of the same column number can be used to indicate that the dollars should be added together. FY: 4 digits The fiscal year of the report from which the number should be queried. Report: 10 characters/digits Shows the report code from which the number should be queried. Sec: 3 digits Indicates the section of the report from which the number should be queried. UPN: 5 digits Indicates the update number of the referenced report. This number is found on Screen 193, generated by the system, and unique to a section. - - Update - - U - Col: 2 digits Include column number of current report where update is to be identified for use in another report. The dollars in this column will be stored for retrieval. R: 1 character Value of “Y” in the reverse sign indicator will reverse the sign on the dollar amount being updated. UPN: 5 digits Displays the computer generated sequential update number. This number is unique within a section. Additional Functions PF KEYS See the Appendix for explanation of the standard PF keys. PF7 Campus Camp Shows the campus code(s) using this report. PF9 Manual Entry Reason Mrsn To view or enter the reason for the manual entry. PF10 Audit Audit Shows audit information for last update time, date, and user for each column line. PostScript Parameter Table Screen 182 is used to define the Post Script parameters that will be used to print a specific Annual Financial Report. These parameters determine how the report will look when it is printed. If not specifically defined, system defaults will be used. The default font for reports is Times New Roman. If you would prefer to have Courier set as your default font, send an email request to famishelp@tamus.edu. To change the font for specific reports, place your cursor in the Font field and press PF2. The sizing parameters have been added to this screen. These four parameters are used together to reduce the size of a large report, such as Exhibit B. Currently, only the System Office of Budgets and Accounting has update access to this screen. Screen 182 – PostScript Parameter Table 182 PostScript Parameter Table 04/03/13 09:35 FY 2013 CC 02 Screen: ___ CC: 00 Fiscal Year: 2012 Report Code: C-1_______ Font: TIMES NEW ROMAN_____ Portrait or Landscape: P Column Length: 0.88__ Break Page After Column: _ Line Length Difference: 0.04__ Font Size: 6 Header Length: 2.50__ Number Header Characters: 48 Line Width: 0.12__ Tenth Offset: 10 Maximum Line Size: 95 ---- Sizing Parameters ---- X Translate: 38 Y Translate: 45 X Scale: 90 Y Scale: 96 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Basic Steps • Type the campus code (CC), Fiscal Year, and Report code, and press . • Enter desired specifications and/or modifications for printing the report. • Press to record the new information. Field Descriptions (. = Required; Help = Field Help Available Using PF2, ? or *) Action Line CC: 2 digits Enter the desired campus code. . Fiscal Year: 4 digits Enter fiscal year for the report being created/modified. Screen 182 – PostScript Parameter Table (cont’d) . Report Code: * Help 10 characters/digits Enter the report code. Screen Information Font: PF2 Help 20 characters Displays the default font for the printed report as Times New Roman. To change the font to Courier, press PF2, type “X” in the pop-up window to select it from the list, and press . Send an email to famishelp@tamus.edu to change the default font. Portrait or PF2 Help 1 character Landscape: Indicate whether the report should be printed portrait (P) or landscape (L). Column Length: PF2 Help 5 digits Enter the desired length of the column (in inches). Break Page After PF2 Help 1 digit Column: Designate the last column to be printed on a page before a page break occurs. Line Length PF2 Help 5 digits Difference: Specify the length between each column on the report (in inches). Font Size: PF2 Help 1 digit Indicate the font size to be used in printing the report (6, 7, or 8). Header Length: PF2 Help 5 digits This field determines the length of the header text area (in inches) to be used on the printed report. Number Header PF2 Help 2 digits Characters: Designate maximum number of characters allowed in the description column. Line Width: PF2 Help 5 digits Specify the width of each row printed on the report. Tenth Offset: PF2 Help 2 digits This field indicates the number that the dollar amounts are adjusted to the left (in tenths of an inch) for each column. Maximum PF2 Help 2 digits Line Size: Indicate the maximum number of lines allowed on each page. Sizing Parameters X Translate: 2 digits Enter the amount (in tenths of an inch) that the X axis will be shifted to the right. Y Translate: 2 digits Designate the amount (in tenths of an inch) that the Y axis will be shifted up. Screen 182 – PostScript Parameter Table (cont’d) X Scale: 2 digits Indicate the X axis reduction factor specifying a percentage of the original scale. For example: “98” will reduce the X (left to right) scale to “98%” of the original size. Y Scale: 2 digits Enter Y axis reduction factor specifying a percentage of the original scale. For example: “98” will reduce the Y (top to bottom) scale to “98%” of the original size. Additional Functions PF KEYS See the Appendix for explanation of the standard PF keys. Copy Report Specifications Once the specifications for a report have been created and defined, they may be copied and later modified to generate a similar report. This copy function would be used primarily to copy a report from one year to another or to create additional report sections whose specifications are similar to those already created. Copying of the actual specifications is not performed online. A batch job is submitted to complete the desired copy function. Because of the potential to overlay a valid schedule or exhibit, security update access to this screen should be limited. Screen 170 - Copy Report Specifications 170 Copy Report Specifications 04/03/13 09:44 FY 2013 CC 00 Screen: ___ View Work Order: 201300045 <---------- COPY FROM ----------> <---------- COPY TO ----------> Fiscal Year: 2012 Fiscal Year: 2013 Report: N-2_______ Report: N-2_______ Campus Code: __ Campus Code: __ Section Nbr: ___ Section Nbr: ___ New Query Report: __________ Exhibit or Schedule: _ OverWrite: N Append 179: N ---------------------------- Work Order Information --------------------------- ---- Submit Information ---- ---- Run Information ---- Work Order: 201300045 Status: C Start Dt: 12/11/2012 Created Dt: 12/11/2012 Start Time: 11:43:41 Created Time: 11:43:17 End Dt: 12/11/2012 Created By: End Time: 11:43:44 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Copy Copy Reports Process You may copy existing report specifications with this screen or display previous copy actions performed by a specific work order. This screen does not produce any physical reports. Care must be taken when copying to a previously created report/report section to avoid overwriting the existing specifications of the original report. Each time a copy is made, FAMIS assigns a unique work order number to the action. You may view a list of existing work order numbers on Screen 194. These work orders are a way of displaying previous copy actions. The newly copied report/report section can be viewed on Screen 179. Screen 170 – Copy Report Specifications (cont’d) Basic Steps • Type “COPY FROM” and “COPY TO” Fiscal Year and Report code. If “COPY TO” report already exists, type “Y” in the OverWrite field to overlay the current specifications. If “copy to” is a new report, type “N” in the OverWrite field. • To append only the Screen 179 information from one section to another, type “Y” in the Append 179 field. • To copy all AFR reports from one year to the next, enter the fiscal years for “COPY FROM” and “COPY TO” and type “N” in the Append and OverWrite fields. • To view a previous copy action, type the work order number in the View Work Order field. If the work order number is unknown, you may type a question mark (?) in this field, and select a desired work order by typing an “X” in the Sel (Select) field and pressing . • Copies created by this screen will overwrite previously created report/report section specifications unless you type “N” in the OverWrite field. • Press PF9 to process the copy. The copy action will be assigned a work order number. Field Descriptions (. = Required; Help = Field Help Available Using PF2, ? or *) Action Line . View Work PF2 Help 9 digits Order: To view an existing work order, enter the work order number assigned by FAMIS when previous specifications for a report were copied. Screen Information COPY FROM . Fiscal Year: 4 digits Enter the “from” fiscal year. . Report: PF2 Help 10 characters/digits Type the “from” report code. Campus Code: 2 digits Indicate the “from” campus code (optional). Section Nbr: 3 digits Enter “from” section number (optional). All sections will be copied if this is left blank. COPY TO . Fiscal Year: 4 digits Enter the “to” fiscal year. Screen 170 – Copy Report Specifications (cont’d) . Report: PF2 Help 10 characters/digits Enter the “to” report code. Campus Code: 2 digits Enter the “to” campus code. Section Nbr: 3 digits Designate the “to” section number. New Query Rpt: PF2 Help 10 characters/digits Enter “new” name of the query report (Screen 180) being created. This will change all report names within the section(s). Exhibit or PF2 Help 1 character Schedule: Include the type of report: Exhibit (E), Scheduled (S), or User (U). . Overwrite: 1 character Indicate whether or not to overwrite previously defined report specifications. Type “Y” if the copy being made is to replace previously defined report specifications. Type “N” to prevent overlay of a previously defined report. Append 179: 1 character Type “Y” to copy only Screen 179 information from one section to another. Work Order Information Submit Information Work Order: 9 digits Indicates the work order number assigned to FAMIS for the report specifications created. Status: 1 character Displays the status of the work order created for the copy being viewed. C = Closed O = Open, not yet run Created Dt: 8 digits Shows the date the specifications were requested to be copied. Created Time: 6 digits Designates the time the specifications were requested to be copied. Created By: 25 characters Displays the name of the person who requested copy process. Screen 170 – Copy Report Specifications (cont’d) Run Information 8 digits Start Dt: Shows the date the specifications were copied. Start Time: 6 digits Displays the time the report specifications were created by the batch process. End Dt: 8 digits Indicates an ending date when the specifications were created. End Time: 6 digits Shows the time the specifications finished being copied. Additional Functions PF KEYS See the Appendix for explanation of the standard PF keys. PF9 Copy Copy Creates the copy specified in the fields on the screen. Section IV Report Print Print Report Screen 171 will submit a request for a report to print. To print a report from the AFR module, you must select the desired report and provide instructions to produce the output. These instructions may include where the report is to be printed and how the data should appear on the printout. The default font for reports is Times New Roman. If you would prefer to have Courier set as your default font, send an email request to famishelp@tamus.edu. To change the font for specific reports, place your cursor in the Font field, and press PF2. Reports are generally processed in an overnight batch procedure due to the potential competition for resources with the online system. Online processing is given processing priority during the day in the effort to keep system response time to a minimum. To delete reports submitted to print, send an email to famisprod@tamus.edu. They can delete the job for you. Screen 171 - Print Report 171 Print Report 09/05/12 11:32 FY 2012 CC 02 Screen: ___ Fiscal Year: 2012 Report: C-1_______ Work Order: _________ Recalculation: Month: 13 Destination: FSCAFR____________ Font: TIMES NEW ROMAN_____ Copies: 1_ Form: SLW1__ Hold: N Draft/Final: D Specifications: _ Priority: 3 Campus Code: 02 Row Highlight: Y Suppress Off: _ Table of Contents: _ TOC Only: _ Round Numbers: _ Renumber Section: ___ ------------------------------ Report Information ----------------------------- Short Description: SCHEDULE OF CURRENT FUNDS REVENUES Exhibit or Schedule: S Report Code: C-1 Last Print Dt: Report Type: 1 Last Print Time: Number of Cols: 6 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp CCSel Print Default setting for Row Highlight is “Y.” This will be ignored for the specifications report. Print Report Process You may only enter either the Report code or a Work Order number in the fields provided. If entries are made in both fields, you will receive an error message. The work order Recalculation field should be used when the only changes made to the report definition are to manual or query entries. If the Work Order field is used when changes to the report specifications have been made, these changes will not be reflected in the resulting report printout. Recalculations are done immediately, not processed overnight. Screen 171 – Print Report (cont’d) Work Order Numbers A work order is a campus specific computer-generated number used to uniquely identify a batch report print or copy. Once a report request has been made on this screen (PF9), a work order number will be assigned, the report will be placed in a queue to be processed after hours, and the resulting output will be released to the specified printer (destination). Print a Report and Report Specifications The Destination field shows where the reports will be printed and may be changed if necessary. You may also indicate whether the printed report is to be a draft (D) copy or the final (F) version by entering one of these codes in the Draft/Final field. Both are captioned as “unaudited;” however, draft also displays date, time, campus code(s), and work order number. To print a copy of the report specifications, enter “Y” in the Specifications field. Caution: Do not print a copy of the specifications for CC 00 – this output will be too large. Leaving this field blank will produce the actual AFR report. The specifications report lists all the specifications that have been entered on the screens in the AFR module. Campus Selection If the report is to show data for a different campus than the batch default specified on Screen 203 (and shown in the Campus Code field), press PF6 to select the campus code(s) the report should include. You will be able to request reports only for the System Members identified on Screen 203 as allowed by your campus. Note that a one-character campus code has been defined to include common multi-Member combinations. If you want the printed report to simulate gray bar (every other row shaded), type “Y” in the Row Highlight field. (This feature is not available with specifications report.) Suppression of Lines with No Dollar Data When testing a report, you may wish to display rows that would normally be zero suppressed. By entering a “Y” in the Suppress Off field, the Screen 174 suppress flag will be overridden and lines containing no information will be printed on your report. You may want to turn suppress off to debug your reports and then put it back for your final runs. Recalculation When a report has previously been run and you (1) need a copy sent to a different printer, or (2) only minor heading changes or manual or query entry changes have been made since the report was run, you should reference the previous work order so that the data can be recalculated to save time. This method is faster than running the report from the beginning and also allows you to run the report during the day. Screen 171 – Print Report (cont’d) Remember that, in addition to resubmitting a previous work order, you must “recalculate” any reports “tied” to the one changed – for example, any change made to the C-1 will also change Exhibit C. So, if you change the C-1 on Screen 180, you would go to Screen 171, type a work order number, press , and then press PF9. After it has successfully run, you must also recalculate Exhibit C. Basic Steps • Type Fiscal Year and either the Report code or a Work Order number in the fields provided and press . You will receive an error message if entries are made in both of these fields. • Press PF10 to access a list of campus codes, and type an “X” beside the desired campus(es) to be used to produce the report. • Select the options to be used in printing the report. Verify that the proper month is used. To print gray bars, type “Y” in the Row Highlight field. Press . • Press PF9 to submit the report so that it may be printed. FAMIS will assign a work order number to the print request. Field Descriptions (. = Required; Help = Field Help Available Using PF2, ? or *) Action Line . Fiscal Year: 4 digits Enter the fiscal year for the report being created/ modified. . Report: * Help 10 characters/digits Enter the report code. This field cannot be filled in if Work Order is used. Work Order: PF2 Help 9 digits This is a computer generated number assigned by FAMIS when a report request is submitted. Indicate the work order number to be viewed. This field cannot be used when the Report field is filled in. Recalculation: 1 character Indicates that the previously submitted work order will be used, including the data extracted from the accounting database forms. Accounting entries will not be reflected. The only information that will be updated is cosmetic formatting changes, manual entries, or queries. Screen Information Month: 2 digits Value entered is the month through which the data will be pulled to produce the report (i.e., if “4” is entered, then months September through April will be included). Destination: 18 characters/digits To override the default printer destination (specified on Screen 201), enter a new printer destination here. Screen 171 – Print Report (cont’d) Font: PF2 Help 20 characters Displays the default font for the printed report as Times New Roman. (You may need to have your IT team add this font to your printer.) To change the font to Courier, press PF2, type “X” in the pop-up window to select it from the list, and press . Send an email to famishelp@tamus.edu to change the default font. Copies: 2 digits Type the number of copies to be printed if different from the pre-set number of copies assigned on the printer specifications screen (Screen 201). Form: 6 characters/digits Enter the printer form code on which the specifications report should be printed. Hold: 1 character Identify whether output should be put on hold or released to the printer. N = release output Y = run report and do NOT release the output to a printer. (This should only be done with the prior approval of FAMIS because the reports must be manually released in order to print.) Draft/Final: 1 character Designate whether the printed report will be a (D) draft copy or (F) final version. A “draft” copy will include the date/time, campus code(s), and work order number. The word “Unaudited” appears in the title of both draft and final reports. When “F” (Final) is specified, an exhibit will be shrunk by about 2% to increase margin space for binding. Specifications: PF2 Help 1 character Identify the report specifications code: Y = Prints Specification Report that details the AFR specifications. M = Produces a report with only the manual entries displayed. Be sure you have run an original report first before you attempt to use this option. Blank = Produces the main report. Priority: 1 digit The processing priority at which the report should be run. Enter a number less than 5. The default is 3. This will be assigned for the member submitted reports. Campus Code: PF2 Help 2 digits Derive from batch campus default on Screen 203. This is the campus code (or designated combination of campus codes) for which the campus typically produces its AFR reports. Screen 171 – Print Report (cont’d) Row Highlight: 1 character The default setting is “Y” to simulate gray bar paper (shading every other row of the report). Leave this field blank to omit this feature. This will be ignored for the specifications report. Suppress Off: 1 character Type “Y” to display blank lines that would normally be zero suppressed because of a “Y” in the Screen 174 Use Suppression Module field. Suggestion – check your reports with “Y” to find any accounts misclassified. Table of 1 character Contents: Enter “Y” to include a table of contents with the report. TOC Only: 1 character Indicate with “Y” to print only the Table of Contents. Leave the field blank to print the report. Round 1 character Numbers: FAMIS will automatically round the numbers if “Y” is entered in this field. Numbers are rounded up if greater than .49 and rounded down otherwise. Renumber 3 digits Section: For the combined book, use this field to designate a new section number to be used for page sectioning of the report. Short Description: SCHEDULE OF CURRENT FUNDS REVENUES Exhibit or Schedule: S Report Code: C-1 Last Print Dt: 04/14/2005 Report Type: 1 Last Print Time: 01:20:52 Number of Cols: 6 Report Information Short 35 characters Description: Displays a short description of the report title, as it will appear in the Table of Contents. Exhibit or PF2 Help 1 character Schedule: Indicates the report is an Exhibit (E) or Schedule (S). Report Code: 10 characters/digits Displays the report code. Last Print Dt: 8 digits Displays the date the report was previously printed. Report Type: PF2 Help 1 digit Indicates the type of report (Screen 174) being printed. 1 = Multiple columns with column headers 2 = Three columns with no column headings Last Print Time: 6 digits Shows the time the report was previously printed. Screen 171 – Print Report (cont’d) Number of Cols: 1 digit Displays the number of columns on the printed report. Additional Functions PF KEYS See the Appendix for explanation of the standard PF keys. PF6 Campus Code Select CCSel Displays a pop-up window that allows you to select the campus code(s) for the print job. The only campus codes that appear in the pop-up are the ones defined for campus submission in the Batch Campus Access section of Screen 203 (Campus Control Table). The following is an example of what the master campus selection table might look like: Select ONE campus code with an 'X'. Any letter choices listed are valid, and are a combination of two or more campus codes that will be used to produce the report. _ A _ B _ C _ D _ E _ F _ 00 _ 01 _ 02 _ 03 _ 04 _ 05 _ 06 _ 07 _ 08 _ 09 _ 10 _ 11 _ 12 _ 14 _ 15 _ 16 X 17 _ 18 _ 19 _ 20 _ 21 _ 22 _ 99 PF9 Print Print Submits the report to print. Print Group Reports To print all or selected reports from the AFR module, you must select the desired reports and provide instructions to produce the output. These instructions may include where the reports are to be printed and how the data should appear on the printouts. Screen 172 will submit sequenced print requests for each of the specified reports. The default font for reports is Times New Roman. If you would prefer to have Courier set as your default font, send an email request to famishelp@tamus.edu. To change the font for specific reports, place your cursor in the Font field and press PF2. Group reports are run in batch due to the potential competition for resources with the online system. Online processing is given processing priority in the effort to keep system response time to a minimum. Screen 172 – Print Group Reports 172 Print Group Reports 04/03/13 09:59 FY 2013 CC 02 Screen: ___ Fiscal Year: 2013 Month: 13 Destination: FSCAFR____________ Copies: 1_ Form: SLW1__ Hold: N Draft/Final: D Specifications: _ Priority: 3 Font: TIMES NEW ROMAN_____ Campus Code: 02 Row Highlight: Y Suppress Off: _ Table of Contents: _ Round Numbers: _ Start Work Order: End Work Order: Submitted Reports: You must press PF9 to print the reports after making your selection from the pop-up screens. Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp CCSel GASB Print User Default setting for Row Highlight is “Y.” This will be ignored for the specifications report. Group Print Report Process Once the report request has been made on this screen, a work order number will be assigned, and the report will be placed in a queue and will be printed after hours to the printer specified in the Destination field. If you need to make changes to a previously generated report, enter the work order number and resubmit the print job on Screen 171. Print Reports and Report Specifications To print all reports, enter “Y” in the Print All field. The Destination field shows where the reports will be printed and may be changed if necessary. You may also indicate whether the printed report is to be a draft (D) copy or the final (F) version by entering one of these codes in the Draft/Final field. A draft copy is tagged with the date/time and a work order number. Screen 172 – Print Group Reports (cont’d) If the reports get run out of order, select the one out of order, go to Screen 171, put in the work order number, and recalculate. To print a copy of the specifications report, enter “Y” in the Specifications field. Caution: Do not print the specifications for CC 00 – the output will be too large. Leaving this field blank will produce the actual AFR reports. The specifications report lists all the specifications that have been entered on the screens in the AFR module. Campus Selection If the report is to show data for a different campus than the batch default specified on Screen 203 (and shown in the Campus Code field), press PF6 to select the campus the report should include. You will be able to request reports only for the System Members identified as allowed by your campus on Screen 203. Note that a one-character alpha campus code has been defined to include common multi-Member combinations. If you want the printed report to simulate gray bar (every other row shaded), type “Y” in the Row Highlight field. Suppression of Lines with No Dollar Data When testing a report, you may wish to see rows displayed that would not normally print because they have no dollar data (zeros in each column) and suppression has been requested for the section via Screen 174. By entering a “Y” in the Suppress Off field on Screen 171 at print time, you will override the suppress flag and print the blank lines on your report. Basic Steps • Type the fiscal year in the Fiscal Year field and press . • The default for the Month field is 13, which would be year-to-date. If you want to see reports by month, type the desired month number in this field (such as 9 for September, etc.). • To turn gray bar on, type “Y” in the Row Highlight field. Press . • Press PF2 on the Font field, select the desired font in the pop-up window by typing “X” next to the desired font, and press . • Press PF6 to access a list of campus codes, and type an “X” beside the desired campus(es) to be used to produce the report. • Press PF8 to print the new GASB reports. Select which reports to print. This screen will also prompt you to run prerequisites. Press PF9 to submit the reports so that they may be run and printed. FAMIS will assign each report a work order number. You can type “X” to run and print reports, or you can type “R” to run a report without printing it (for example, prerequisite reports). • Press PF10 to print User reports. Select which reports to print. The prerequisites screen does not work for these reports. Press PF9 to submit the reports so that they may be run and printed. FAMIS will assign each report a work order number. You need to print the old and the new reports separately. You must select the reports you want to print and press PF9 on both of the PF7 and PF8 pop-up screens. Screen 172 – Print Group Reports (cont’d) Field Descriptions (. = Required; Help = Field Help Available Using PF2, ? or *) Action Line . Fiscal Year: 4 digits Enter the fiscal year for the report being created/modified. Screen Information Month: 2 digits Indicate the month through which the data will be pulled to produce the report (i.e., if “4” is entered, months September through April will be included). Destination: 18 characters/digits To override the default printer destination (specified on Screen 201), enter a new destination here. Copies: 2 digits Enter the number of copies to be printed if different from the pre-set number of copies assigned on the printer specifications screen (Screen 201). Form: 6 characters/digits Enter the printer form code on which the report should be printed. Hold: 1 character Identify whether output should be put on hold or released to the printer. N = release output Y = run report and do NOT release the output to a printer. This should only be done with the prior approval of FAMIS because the reports must be manually released in order to print. Draft/Final: 1 character Designate whether the printed report will be a (D) draft copy or the (F) final version. A draft copy will include the date/time, campus code(s), and work order number. The word “Unaudited” appears in the title of both draft and final reports. When “F” (Final) is specified, an exhibit will be shrunk by about 2% to increase margin space for binding. Specifications: 1 character To print a report that details the AFR specifications, enter “Y.” Otherwise, leave this field blank to produce the main report. Priority: 1 digit The processing priority at which the report should be run. Enter a number less than 5. The default is 3. This will be assigned for the member submitted reports. Screen 172 – Print Group Reports (cont’d) Font: PF2 Help 20 characters Displays the default font for the printed report as Times New Roman. (You may need to have your IT team add this font to your printer.) To change the font to Courier, press PF2, type “X” in the pop-up window to select it from the list, and press . Send an email to famishelp@tamus.edu to change the default font. Campus Code: PF2 Help 2 digits This defaults from batch campus default on Screen 203. This is the campus code (or designated combination of campus codes) for which the campus typically produces its AFR reports. Row Highlight: 1 character The default setting is “Y” to simulate gray bar paper (shading every other row of the report). Leave this field blank to omit this feature. This will be ignored for the specifications report. Suppress Off: 1 character Type “Y” to display blank lines that would normally be zero suppressed because of a “Y” in the Screen 174 Use Suppression Module field. Table of 1 character Contents: Enter “Y” to include a table of contents with the report. Round Numbers: 1 character FAMIS will automatically round the numbers if “Y” is entered in this field. Numbers are rounded up if greater than .49 and rounded down otherwise. Start Work 9 digits Order: Displays the beginning number of work orders submitted to be run. End Work Order: 9 digits Identifies the final number of the work orders submitted. The next work order number is displayed on Screen 203. Submitted 2 digits Reports: Shows the number of reports submitted. Additional Functions PF KEYS See the Appendix for explanation of the standard PF keys. Screen 172 – Print Group Reports (cont’d) PF6 Campus Code Select CCSel Displays a pop-up window which allows the selection of campus code(s) for the print job. The following is an example of what the campus selection table might look like: +-----------------------------------------------------------------+ | | | Select ONE campus code with an 'X'. Any letter choices | | listed are valid, and are a combination of two or more | | campus codes that will be used to produce the report. | | | | _ K _ 00 X 01 _ 02 _ 04 _ 05 _ 06 _ 07 _ 08 _ 09 | | | | _ 10 _ 11 _ 12 _ 15 _ 16 _ 17 _ 18 _ 20 _ 21 _ 22 | | | | _ 23 _ 99 | | | +-----------------------------------------------------------------+ The only campus codes that appear in the pop-up are the ones defined for campus submission in the Batch Campus Access section of Screen 203 (Campus Control Table). PF8 GASB Reports GASB Used to print the new GASB reports. Select the reports to be printed and prerequisites, if any. Press PF9 to print. +-----------------------Report Selection Screen-----------------------+ | H8049 Please enter an 'X' to indicate selection | | Run All: _ Select with X - Run and Print | | R - Run Only | | | | _ III | _ IV | _ V | _ III-FUND | | _ III-1 | _ IV-FUND | _ IV-1 | _ IV-2 | | _ IV-3 | _ IV-3-A | _ IV-4 | _ IV-5-A | | _ N-2 | _ N-2-FN | _ N-2SYSTR | _ N-2SYST2 | | _ N-21 | _ TANDF-TD | X THREE | R THREE-A | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | Press to Quit to reset selections | | | +---------------------------------------------------------------------+ Screen 172 – Print Group Reports (cont’d) PF9 Print Print Submits the report to print. The window below will appear if you initially select report(s) that have a prerequisite report requirement. +-------------------------------------------------------------------+ | ** End of list - 8 records found ** | | Prerequisites exist for the selected report(s). | | To run prerequisites - Select with an 'X' | | To ignore prerequisites - Blank out 'X' | | | | Sel Prerequisite(s) Report | | --- ---------------------------------------- ---------- | | _ A A-CONTD | | _ B-13-SYS,C-1,B-2-A,C-2 B | | _ B-13-SYS,C-1,B-2-A,C-2,B B-CONTD | | _ B-8,B-9,B-2-A,C-2 B-11 | | _ B-13-SYS B-13 | | _ B-2-A B-2 | | X C-1,B-2-A,C-2 C | | _ B-2-A C-2 | | | | | | Press to Quit | +-------------------------------------------------------------------+ PF10 User User Displays the existing user reports that can be selected for print. The prerequisites window does not work for these reports. +-----------------------Report Selection Screen-----------------------+ | H8049 Please enter an 'X' to indicate selection | | Run All: _ Select with X - Run and Print | | R - Run Only | | | | _ IV-CONTD | _ IV-SAL | _ IV-3-C | _ IV-6 | | _ IV-7 | _ IV-8 | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | Press to Quit to reset selections to Print | | | +---------------------------------------------------------------------+ Section V Delete Screens Delete Section/Header-Subheader/MUQ Screen 186 is used to delete a section of a specified report, all header/subheaders, or all manual/update/query entries. Select only one option at a time. This screen is very powerful and care must be taken to avoid deleting the wrong information. Security to this screen must be tightly controlled. Screen 186 - Delete Section/Hdr-SubHdr/MUQ 186 Delete Section/Hdr-SubHdr/MUQ 04/03/13 10:11 FY 2013 CC 00 Screen: ___ CC: 00 Fiscal Year: 2012 Report: B-2-A_____ Section: 1__ Enter 'X' to Delete Section: _ Header/SubHeader: _ Manual/Update/Query: _ Type: _ Program Name: HBSPACCT Report Type: 1 Number of Columns: 10 Use Suppression Module: Y Header Text: Ledger Code: B DB/Col/Sort/Prev/None: D Mapped SL Extract: Y Duplicate Flag: HEAF Code: Appr Nbr Flag: CFDA Code: Fund Group(s): 21 22 23 24 25 26 27 28 29 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Basic Steps • Type the campus code (CC), Fiscal Year, Report code, and Section number, and press . • Typing an “X” in the appropriate fields will make the following deletions: o Section: ALL records associated with the report section will be deleted, with no checks on any other records. All sections of a report must be deleted prior to deleting a report on Screen 185. o Header/SubHeader: Entering “X” will delete all Header/SubHeaders. All MUQ records must be deleted before this option can proceed. o Manual/Update/Query: Enter an “X” in this field if a specified type is to be deleted. o Type: Enter an M/U/Q type (“A”=all types; “M”=all manual; “U”=Update, “Q”=all query) if an “X” was entered in the Manual/Update/Query field. • Press to delete. Field Descriptions (. = Required; Help = Field Help Available Using PF2, ? or *) Action Line . CC: 2 digits Enter the campus code. Screen 186 – Delete Section/Header-SubHeader/MUQ (cont’d) . Fiscal Year: 4 digits Identify the fiscal year. . Report: * Help 10 characters/digits Type the report code. . Section: 3 digits Enter the section number. Screen Information Enter ‘X’ to Delete Section: 1 character Type “X” to delete the entire section of the specified report. There will be no checks made on any other records. Header/ 1 character Subheader: Enter “X” to delete all updates. Note: All M/U/Q records must be deleted before this option can proceed. Manual/ 1 character Update/Query: If an “X” is entered in this field, an M/U/Q type must be entered in the Type field. Type: 1 character Indicate the M/U/Q type which is to be deleted (if an “X” was entered in the Manual/Update/Query field): ‘A’ = all types ‘M’ = all manual ‘Q’ = all query ‘U’ = all updates Program Name: 8 characters Displays the name of the program. Report Type: PF2 Help 1 digit Displays individual report column type. Number of 2 digits Columns: Indicates the number of columns on the exhibit or schedule. Use Suppression 1 character Module: Shows whether or not to suppress blank lines. Header Text: 16 characters Indicates text to be displayed as a header above the description column that is displayed on the left side of the report. Ledger Code: PF2 Help 1 character Displays the type of ledger (General Ledger, Subledger, or both). Screen 186 – Delete Section/Header-SubHeader/MUQ (cont’d) DB/Col/Sort/ 1 character Prev/None: Shows whether it is a database, column, sort, previous, or none section. Mapped SL 1 character Extract: Used for reports that use Subsidiary Ledger accounts that are mapped and displayed under mapped GL accounts. Duplicate Flag: 1 character If “Y,” the columns have duplicate subcode or account control ranges that are displayed in more than one column. HEAF Code: PF2 Help 1 character Selects accounts that have specified values in the Higher Education Assistance Fund code. Appr Nbr Flag: 1 character If “Y,” only select accounts with specific values in appropriation. CFDA Code: PF2 Help 1 character If “Y,” only select accounts with specified values in Catalog of Federal Domestic Assistance code. Fund Group(s): PF2 Help 2 digits Indicates which fund group or groups the report is showing. (‘**’ will show all fund groups.) Additional Functions PF KEYS See the Appendix for explanation of the standard PF keys. Delete Report To delete a report after it has been created, use Screen 185. This will completely delete the report and its information from FAMIS. Prior to using this screen, all individual sections must be deleted using Screen 186. Screen 185 - Delete Report 185 Delete Report 04/03/13 10:12 FY 2013 CC 00 Screen: ___ Fiscal Year: 2012 Report: B-2-A_____ Enter 'Y' to Delete: _ Exhibit or Schedule: S Short Description: SCHEDULE OF CHANGES IN FUND BALANCES-DES Run Sequence Number: 14 Long Description: SCHEDULE OF CHANGES IN FUND BALANCES UNRESTRICTED CURRENT FUNDS - DESIGNATED FUNDS SERVICE DEPARTMENTS Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Basic Steps • Verify the Fiscal Year and change if necessary. • Enter the Report code to be deleted, and type “Y” in the Enter ‘Y’ to Delete field to delete the report from FAMIS. Descriptions of the report will be displayed to allow you to verify that the appropriate report is to be deleted. Prior to using this screen, individual sections must be deleted using Screen 186. Field Descriptions (. = Required; Help = Field Help Available Using PF2, ? or *) Action Line . Fiscal Year: 4 digits Enter the fiscal year to be deleted. . Report: * Help 10 characters/digits Enter the report code. Screen Information . Enter ‘Y’ to 1 character Delete: Type “Y” to delete the report. Screen 185 – Delete Report (cont’d) Exhibit or 1 character Schedule: Displays the type of report. (E=Exhibit, S=Schedule, B=Budget, U=User defined) Short 35 characters Description: Shows a short description of the report as it appears in the table of contents. Run Sequence 2 digits Number: This field indicates the order in which the print job will run. Long Description: 3 lines - 60 characters each Indicates the long description of the report as it appears in the report. Additional Functions PF KEYS See the Appendix for explanation of the standard PF keys. Screen 185 – Delete Report (cont’d) Section VI Financial Inquiry Screens Report Summary The Report Summary on Screen 192 allows you to view a list of reports and select one that you want to see in more detail. By typing an “X” in the Sel (Select) field preceding a report code and pressing , you will be transferred to Screen 173. This screen includes the report code, type, its short description, and the run sequence assigned to the report. The run sequence is used to indicate the order in which it must run. Screen 192 – Report Summary 192 Report Summary 04/03/13 10:15 FY 2013 CC 00 Screen: ___ Fiscal Year: 2013 Exhibit/Schd: _ Report: __________ Sel Report Exhibit/Schd Short Description Run Seq _ III EXHIBIT BALANCE SHEET 90 BALANCE SHEET _ IV EXHIBIT STATEMENT OF REVENUES, EXPENSES, AN 88 STATEMENT OF REVENUES, EXPENSES, AND CHANGES IN NET ASSETS _ V EXHIBIT STATEMENT OF CASH FLOWS 85 STATEMENT OF CASH FLOWS _ III-FUND SCHEDULE BALANCE SHEET BY FUND GROUP 80 BALANCE SHEET BY FUND GROUP _ III-1 SCHEDULE UNRESTRICTED NET ASSETS 79 UNRESTRICTED NET ASSETS DETAIL _ IV-FUND SCHEDULE STATEMENT OF REVENUES, EXPENSES, AN 75 STATEMENT OF REVENUES, EXPENSES, AND CHANGES IN NET ASSETS BY FUND GROUP _ IV-1 SCHEDULE NOTE FOR EXHIBIT IV 86 NACUBO FUNCTION TO NATURAL CLASSIFICATION MATRIX ** MORE RECORDS - PRESS ENTER TO VIEW ** Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Back Fwrd Basic Steps • Type the desired Fiscal Year. • Enter the types of reports to be displayed in the Exhibit/Schd field (blank, E, S, or U) or leave blank to view all types. • To display a specific report at the top of the list, type the report name in the Report field and press . Field Descriptions (. = Required; Help = Field Help Available Using PF2, ? or *) Action Line . Fiscal Year: 4 digits Enter the fiscal year for the reports being viewed. Exhibit/Schd: ? Help 1 character Indicate the type of reports (exhibits or schedules) to be displayed: Blank = All reports E = Exhibits S = Schedules U = User defined reports (Other) Screen 192 – Report Summary (cont’d) . Report: * Help 10 characters/digits Enter a starting report code, if desired. Screen Information Sel: 1 character Type an “X” in this field to select the report you wish to view. Report: 10 characters/digits Displays the report code. Exhibit/Schd: Help 12 characters Shows the type of report: (E=Exhibit, S=Schedule, B=Budget, U=User defined) Short 35 characters Description: Displays a short description of the report as it appears in the table of contents. Run Seq: 2 digits Indicates the sequence order in which the job is to be run. All reports without a sequence number will be processed before reports having a run sequence. Additional Functions PF KEYS See the Appendix for explanation of the standard PF keys. Manual/Update Entry Summary To see all of the manual entries you have created, you may use Screen 193. Use PF11 to view the 3 panels of data available. This screen will display the list of either manual (M) or update (U) entries that have been created. Type an “X” in the Sel (Select) field to select the report, and advance to Screen 180 where you may adjust the manual entries or view the update entries. Screen 193 - Manual/Update Entry Summary (Panel 1) 193 Manual/Update Entry Summary 11/09/09 09:40 FY 2010 CC 02 Screen: ___ CC: 00 Fiscal Year: 2008 Report: N-2_______ M/U: M Sect: 1__ Hd: 3_ Sub Hd: 3_ Col: __ Data CC: 02 Month: 13 13th Month These fields are positioning Sel LTyp Sect Hd Sub Col Seq Description Amount --- ---- ---- --- --- --- ----- --------------------------- ------------------ _ M 2 1 12 7 50008 FURNITURE AND EQUIPMENT 174,988.50 End of List Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp DManN DManG Left Right Screen 193 - Manual/Update Entry Summary (Panel 2) 193 Manual/Update Entry Summary 11/09/09 09:41 FY 2010 CC 02 Screen: ___ CC: 00 Fiscal Year: 2008 Report: N-2_______ M/U: M Sect: 1__ Hd: 3_ Sub Hd: 3_ Col: __ Data CC: 02 Month: 13 13th Month Sel Col Description Amount Manual Reason --- --- --------------- ------------------ ----------------------------------- _ 7 FURNITURE AND E 174,988.50 ADJUSTMENT FOR REDUCTION FOR ASSET End of List Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp DManN DManG Left Right Screen 193 – Manual/Update Entry Summary Screen 193 - Manual/Update Entry Summary (Panel 3) 193 Manual/Update Entry Summary 11/09/09 09:41 FY 2010 CC 02 Screen: ___ CC: 00 Fiscal Year: 2008 Report: N-2_______ M/U: M Sect: 1__ Hd: 3_ Sub Hd: 3_ Col: __ Data CC: 02 Month: 13 13th Month ------Manual Reason------ Sel Col Description Amount Date Time Userid --- --- ------------------------- ------------------ ---------- ----- -------- _ 7 FURNITURE AND EQUIPMENT 174,988.50 10/23/2008 14:50 GxxxxxP End of List Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp DManN DManG Left Right Basic Steps • Enter the desired campus code in the CC field. • The current fiscal year is displayed in the Fiscal Year field but may be changed if a list of reports from a previous year is needed. • Type the report code in the Report field. • Type either “M” or “U” in the M/U field to view manual or update entries. • Type the campus code of the entries to view in the Data CC field. • Type the processing month in the Month field. • Press to view a list of the manual entries. Field Descriptions (. = Required; Help = Field Help Available Using PF2, ? or *) Action Line . CC: ? Help 2 digits Enter the campus code. . Fiscal Year: 4 digits Type the fiscal year for the report being created/modified. . Report: ? Help 10 characters/digits Enter the report code. . M/U: ? Help 1 character Indicate the type of entries to be displayed: M = Manual U = Update Screen 193 – Manual/Update Entry Summary Sect: 3 digits If desired, enter the section number to be used to begin viewing the manual or update entries. Hd: 2 digits Indicate the header level. Sub Hd: 2 digits Designate the sub-header level. Col: 2 digits Use this field to specify one particular column. . Data CC: ? Help 2 digits Indicate the campus code of the manual entries to view. . Month: 2 digits Indicate the processing month for displaying the entries. Screen Information . Panel 1 Sel: 1 character Type an “X” in this field to select the report’s manual or update entries. LType: 1 character Shows the report line type: M = Manual entry D = Detail R = Running total S = Subtotal T = Total Z = Final total Sect: 3 digits Displays the section number where manual entries or updates were added. Hd: 2 digits Indicates the header level where entries were made. Sub: 2 digits Shows the subheader level to which additions/updates were entered. Col: 3 digits Shows the column number where a manual amount was entered. Seq: 5 digits Indicates the sequence number of the report lines. Description: 26 characters Shows a description of the entry. Screen 193 – Manual/Update Entry Summary Amount: 15 digits Displays the amount entered manually on the report. . Panel 2 Manual Reason: 35 characters Shows the reason for the manual entry. . Panel 3 --Manual Reason-- Date: 8 digits Identifies the date the manual entry was made. Time: 4 digits Displays the time the manual entry was made. UserID: 7 characters/digits Identifies the FAMIS UserID of the person who made the manual entry. Additional Functions PF KEYS See the Appendix for explanation of the standard PF keys. PF7 Display Manual Entries for NACUBO DManN Displays manual entries for NACUBO reports. Must use Entire Connection when using this PF key feature. PF8 Display Manual Entries for GASB DManG Displays manual entries for GASB reports. Must use Entire Connection when using this PF key feature. Work Order Summary Each time a report is printed or when specifications are copied from a pre-defined report, a work order number is assigned by FAMIS. This number provides a way to refer to the report output or to a copy request. As an added feature, the St (Work Order Status) field will display “O” when a work order is submitted, “R” once the job starts running, and “C” once the job completes. If the job abends, it will keep the “R” status until the next job runs. Once the next job starts running, “R” on the abended job will change to “A” and the new job status will be “R.” There may be a few exceptions to these rules (job stopped in middle of processing, etc.). Screen 194 - Work Order Summary (Panel 1) 194 Work Order Summary 04/03/13 10:29 FY 2013 CC 02 Screen: ___ Work Order: 201300113 Work Finish Finish Sel Order St CC FY --Report-- Scr -----Creator------ Date Time _ 201300113 C 02 2013 IV-4 172 HARRISON, HOLLY 03/19/2013 16:09:30 _ 201300114 C 02 2013 IV-3 172 HARRISON, HOLLY 03/19/2013 16:11:03 _ 201300115 C 02 2013 IV-3-A 172 HARRISON, HOLLY 03/19/2013 16:12:22 _ 201300116 C 02 2013 IV-2 172 HARRISON, HOLLY 03/19/2013 16:12:30 _ 201300117 C 02 2013 IV-FUND 172 HARRISON, HOLLY 03/19/2013 16:16:02 _ 201300118 C 02 2013 THREE-A 172 HARRISON, HOLLY 03/19/2013 16:17:39 _ 201300119 C 02 2013 III-1 172 HARRISON, HOLLY 03/19/2013 16:19:17 _ 201300120 C 02 2013 III-FUND 172 HARRISON, HOLLY 03/19/2013 16:20:14 _ 201300121 C 02 2013 N-2 172 HARRISON, HOLLY 03/19/2013 16:20:21 _ 201300122 C 02 2013 THREE 172 HARRISON, HOLLY 03/19/2013 16:20:26 _ 201300123 C 02 2013 V 172 HARRISON, HOLLY 03/19/2013 16:21:39 _ 201300124 C 02 2013 IV-1 172 HARRISON, HOLLY 03/19/2013 16:21:45 _ 201300125 C 02 2013 IV 172 HARRISON, HOLLY 03/19/2013 16:21:51 _ 201300126 C 02 2013 III 172 HARRISON, HOLLY 03/19/2013 16:21:57 ** END OF REPORT LIST ** Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Left Right Screen 194 - Work Order Summary (Panel 2) 194 Work Order Summary 04/03/13 10:30 FY 2013 CC 02 Screen: ___ Work Order: 201300113 Work Report Dft Re Supp Rnd TOC Row Multi Sel Order Status Code Fin Calc Mon Off Nbr TOC Only HiLite Campus _ 201300113 C IV-4 D 13 Y _ 201300114 C IV-3 D 13 Y _ 201300115 C IV-3-A D 13 Y _ 201300116 C IV-2 D 13 Y _ 201300117 C IV-FUND D 13 Y _ 201300118 C THREE-A D 13 Y _ 201300119 C III-1 D 13 Y _ 201300120 C III-FUND D 13 Y _ 201300121 C N-2 D 13 Y _ 201300122 C THREE D 13 Y _ 201300123 C V D 13 Y _ 201300124 C IV-1 D 13 Y _ 201300125 C IV D 13 Y _ 201300126 C III D 13 Y ** END OF REPORT LIST ** Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Left Right Screen 194 – Work Order Summary (cont’d) Basic Steps • Enter the desired Work Order number in the Work Order field. • Type “X” in the Sel (Select) field to select a work order to be printed or copied. This action will advance you to Screen 171 if the work order was a report request and to Screen 170 if the work order was a copy request. Field Descriptions (. = Required; Help = Field Help Available Using PF2, ? or *) Action Line Work Order: ? Help 9 digits Enter a starting work order number to display it at the top of the screen. Screen Information . Panel 1 Sel: 1 character Type “X” to select a work order. Press to advance to the screen where the specifications for the work order were defined. Work Order: 9 digits Displays the work order number. St: 1 character Shows the status of the work order: O = Open R = Running A = Abended C = Closed CC: 2 digits Indicates the campus code of the creator for the work order. FY: 4 digits Shows fiscal year when work order was created. Report: 10 characters/digits Displays the report code. Scr: 3 digits Indicates the screen number used to make the manual entry. Creator: 17 characters Displays the name of the person who initiated the work order. Finish Date: 8 digits Shows the date the work order was closed (successfully completed). Finish Time: 6 digits Indicates the time the work order was closed (successfully completed). Screen 194 – Work Order Summary (cont’d) . Panel 2 Status: 1 character Shows the status of the work order. O = Open R = Running A = Abended C = Closed Report Code: 10 characters/digits Indicates the report code. Dft Fin: 1 character Displays whether the printed report was a draft (D) or the final (F) version. ReCalc: 1 character If “Y,” the report was recalculated from a previous work order. If “M,” the report was a spec report of manual entries only. Mon: 2 digits Shows the month the work order was submitted. Supp Off: 1 character “Y” or “S” indicates blank lines were to be printed on the report (suppress off). Rnd Nbr: 1 character Identifies whether the numbers on the report were rounded. TOC: 1 character Indicates whether a Table of Contents was included with the printed report. TOC Only: 1 character Shows whether only the Table of Contents was defined on this work order number. Row HiLite: 1 character Displays whether the shading (highlight) was printed on every other row of the report. Multi Campus: 1 character Indicates whether a report combined information for multiple campuses or printed separate reports for each. Additional Functions PF KEYS See the Appendix for explanation of the standard PF keys. Screen 194 – Work Order Summary (cont’d) Section VII Financial Control Screens Printer Table This screen is used to assign the default printer definitions for individual AFR requestors. By campus and requestor, Screen 201 shows the default form that will be used to print each report, the printer that will be used, and the number of copies that will be printed. If a requestor is not defined in this table, the entry with all blanks in the User ID field will be used. Due to the importance of this screen, update security should be restricted at the Member level. The FAMIS Services staff can update this table with the appropriate authorization. Screen 201 - Printer Table 201 Printer Table 04/03/13 10:34 FY 2013 CC 00 Screen: ___ Type: RJE-BATCH______ Print Func User ID Form Destination Box Cpy JDE EFORM Cls All Hld Prty _ __________ SLW1__ SAGO1PR1__________ 201B 1_ ______ ______ _ _ N 3 _ GNK156____ SLW1__ FAM01_____________ 201B 1_ ______ ______ _ _ N 4 _ K156EB____ SLW1__ FAM01_____________ 201B 1_ ______ ______ _ _ N 4 _ K156FF____ SLW1__ FAM01_____________ 201B 1_ ______ ______ _ _ Y 5 _ __________ ______ __________________ ____ __ ______ ______ _ _ _ _ _ __________ ______ __________________ ____ __ ______ ______ _ _ _ _ _ __________ ______ __________________ ____ __ ______ ______ _ _ _ _ _ __________ ______ __________________ ____ __ ______ ______ _ _ _ _ _ __________ ______ __________________ ____ __ ______ ______ _ _ _ _ _ __________ ______ __________________ ____ __ ______ ______ _ _ _ _ _ __________ ______ __________________ ____ __ ______ ______ _ _ _ _ _ __________ ______ __________________ ____ __ ______ ______ _ _ _ _ _ __________ ______ __________________ ____ __ ______ ______ _ _ _ _ ***************** End of Data ***************** Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Basic Steps • Enter “RJE-BATCH” (default) in the Type field to display the printer specifications for a campus code. • Type the desired function code in the F field to add (A), update (U), or delete (D). • Make any necessary changes and press to record the new information. Field Descriptions (. = Required; Help = Field Help Available Using PF2, ? or *) Action Line . Type: 15 characters The name of the batch to be printed is “RJE-BATCH”. DO NOT CHANGE THIS. Screen Information Func: 1 character Enter a function code: A = Add U = Update D = Delete Screen 201 – Printer Table (cont’d) User ID: 10 characters/digits Indicate the user identification number for which the printer definitions apply. The record with blanks in the User ID field will be used whenever a User ID is not specified on the table. Form: 6 characters/digits Include the form to be used. Destination: 18 characters/digits Specify the printer destination to be used to print the report. Box: 4 digits/character Designate the box at CIS where the output will be placed if printed on the Xerox printers. Cpy: 2 digits Enter the number of copies that are to be printed. JDE: 6 characters/digits Indicate the Job Descriptor Entry number for the form that should be used. EFORM: 6 characters Include the Electronic Form that should be used. Cls: 1 character Specify the output class. Print All: 1 character Enter “Y” to print all output, including JCL. If left blank, only the AFR report will be printed. Hld: 1 character Enter “Y” to run the report, but hold it and do not release it to the printer. Prty: 1 digit Enter a priority number less than “5.” The default will be “3.” Determines when the report will run. Additional Functions PF KEYS See the Appendix for explanation of the standard PF keys. Campus Control Table Access to the AFR module at the campus level is controlled on Screen 203. This screen is maintained by the System Office of Budgets and Accounting on the Master Campus (CC=00), which means you must logon to CC00. Individual System Members can only view this screen. An important feature of this screen is the Campus Lock Flag. Once the authorized person for a campus indicates that his/her AFR for a given fiscal year is complete, the System Office of Budgets and Accounting will change this flag to “Y” indicating the campus is locked. No further entry will be permitted in the AFR module for that fiscal year. On a global level, this screen determines whether a specific campus code has the ability to view and/or produce reports for itself or other System Members. It also sets the default campus code that is used when reports are requested from the campus specified in the Campus field. Screen 203 – Campus Control Table 203 Campus Control Table 04/03/13 10:34 FY 2013 CC 00 Screen: ___ FY: 2013 Campus: 00 MASTER CAMPUS Campus Lock Flag: Next Work Order: 201300410 _ AFR Campus Title: THE TEXAS A&M UNIVERSITY SYSTEM_______________________________________ Online Campus Inquiry Access: 00 01 02 04 05 06 07 08 09 10 11 12 15 16 17 18 20 21 22 23 24 25 26 99 __ __ __ __ __ __ Batch Campus Access: K_ L_ 00 01 02 04 05 06 07 08 09 10 11 12 15 16 17 18 20 21 22 23 24 25 26 99 __ __ __ __ Batch Campus Default: Include NACUBO: _ 01 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Campus Lock Flag If the decision is made to lock the campus to prevent further transaction entry into the fiscal year for the specific campus, processes that affect the AFR will be checked to ensure they have been run. MDEP, YR412, and RR200 should be run before the AFR is locked. Screen 203 – Campus Control Table (cont’d) If any or all of these jobs have not been run, the following pop-up window will display this information. Screen 203 – Campus Control Table (Pop-Up Window) +-------------------------------------------------------------------+ | | | | | These year end jobs must be completed before | | AFR can be locked: | | | | Description Completed? | | ----------------------------- ---------- | | Monthly Depreciation (MDEP) N | | Indirect Cost (RR200) N | | Close Budget (YR412) N | | | | Do you wish to continue and lock AFR? (Y/N) | | | | | +-------------------------------------------------------------------+ There may be a need to lock the AFR without all the flags being changed, but generally these jobs must be completed before the AFR is locked. These flags are programmatically set when the year-end jobs are run (MDEP, RR200, and YR412). When they are run, the “N” in the Completed column will be changed to “Y.” The table on FRS Screen 853 can be used to keep track of when these year-end jobs have been run and when the flags have been set to “Y.” FRS Screen 853 – Generic Table 853 Generic Table 04/03/13 10:36 CC 02 Screen: ___ Campus Cd: ** Table Type: GENERIC TABLES_ Start From: ____________________ Func Maint. Code Key on 853 Data _ W2-QUALMOVE98_______ Y W2 QUAL MOVING CODES - CY 98 - (VBYR152) _ W2-QUALMOVE99_______ Y W2 QUAL MOVING CODES - CY 98 - (VBYR152) _ W2-SCHOLAR92________ Y W2 SCHOLAR CODES - CY 92 - OBSOLETE!____ _ W2-SCHOLAR93________ Y W2 SCHOLAR CODES - CY 93 - OBSOLETE!____ _ W2-SCHOLAR94________ Y W2 SCHOLAR CODES - CY 94 - OBSOLETE!____ _ W2-SCHOLAR95________ Y W2 SCHOLAR CODES - CY 95 - OBSOLETE!____ _ YEAREND-FLAGS_______ Y YEAR END FLAGS__________________________ _ 1099-EDITS__________ Y RESRTRICT ACCESS TO 1099 SCREENS________ _ 1099-SUBCD1996______ Y 1099 SUBCODES (VBYR108)_________________ _ 1099-SUBCD1997______ Y 1099 SUBCODES (VBYR108)_________________ _ 1099-SUBCD1998______ Y 1099 SUBCODES (VBYR108)_________________ _ 1099-SUBCD1998B_____ Y 1099 SUBCODES (VBYR108B)________________ *** Press enter for more entries *** Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Screen 203 – Campus Control Table (cont’d) Basic Steps • Type the desired fiscal year (FY) and Campus code in the fields provided and press . Field Descriptions (. = Required; Help = Field Help Available Using PF2, ? or *) Action Line . FY: 4 digits Use the current fiscal year displayed, or change to indicate a different year. . Campus: 2 digits Enter the campus code whose AFR access is being controlled. Screen Information Campus Lock 1 character Flag: “Y” indicates the campus is locked for the given fiscal year. Next Work 10 digits Order: Indicates the next work order number to be used by Screen 170/Screen 171. AFR Campus 65 characters Title: Identifies the AFR Campus title to print on the AFR report. Online Campus PF2 Help 2 digits/characters (30 fields) Inquiry Access: Shows the campus codes a user can view, (ONLY if the user is signed on to and has inquiry access to the Action Line campus). The user must access these campuses by changing the campus code in the Campus field (not via Screen 882). Batch Campus PF2 Help 2 digits/characters (30 fields) Access: Indicate the campus codes for which AFRs may be produced, combined, and printed by users of this agency. The user must be signed on to and have print access to the Action Line campus. The user should print reports for these campuses by changing the campus code on the print screen’s Action Line (not via Screen 882). Screen 203 – Campus Control Table (cont’d) Batch Campus PF2 Help 2 digits/characters Default: Specify the print default campus that will be used when reports are requested by the Action Line campus. +------------------------------------------------+ | Campus Refers to Campus codes | | ----- ------------------------------ | | A 02 03 | | B 02 03 10 | | C 02 03 10 20 | | D 03 10 | | E 03 10 20 | | F 10 20 | | G 03 19 | | H 06 07 20 | | I 06 07 14 | | J 07 14 | | K 02 10 | | L 04 24 | | | | Press to Quit | +------------------------------------------------+ Include NACUBO: 1 character Type “Y” to include the NACUBO reports in the list on the pop-up window of Screen 171. Additional Functions PF KEYS See the Appendix for explanation of the standard PF keys. Report Submission Control Access to the AFR report submission screens can be regulated to prevent report submissions from Screen 170, Screen 171, and Screen 172 in the AFR module. A control was developed as the need arose to control AFR report submissions during peak day hours. This control is maintained by FAMIS Services on FRS Screen 853. • When the control is set to “N” on FRS Screen 853, an error will be displayed when you try to go to any of the previously mentioned report submission screens. FRS Screen 853 – Generic Table 853 Generic Table 04/03/13 10:41 CC 02 Screen: ___ Campus Cd: ** Table Type: AFR AVAILABLE__ Start From: ____________________ Func Maint. Code Key on 853 Data _ AVAILABLE___________ _ N_______________________________________ _ ____________________ _ ________________________________________ _ ____________________ _ ________________________________________ _ ____________________ _ ________________________________________ _ ____________________ _ ________________________________________ _ ____________________ _ ________________________________________ _ ____________________ _ ________________________________________ _ ____________________ _ ________________________________________ _ ____________________ _ ________________________________________ _ ____________________ _ ________________________________________ _ ____________________ _ ________________________________________ _ ____________________ _ ________________________________________ ***************** End of data ***************** Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp • To return the AFR report submission screens (Screen 170, Screen 171, and Screen 172) to service, set the AVAILABLE flag back to “Y.” FRS Screen 853 – Generic Table 853 Generic Table 04/03/13 10:41 CC 02 Screen: ___ Campus Cd: ** Table Type: AFR AVAILABLE__ Start From: ____________________ Func Maint. Code Key on 853 Data _ AVAILABLE___________ _ Y_______________________________________ _ ____________________ _ ________________________________________ _ ____________________ _ ________________________________________ _ ____________________ _ ________________________________________ _ ____________________ _ ________________________________________ _ ____________________ _ ________________________________________ _ ____________________ _ ________________________________________ _ ____________________ _ ________________________________________ _ ____________________ _ ________________________________________ _ ____________________ _ ________________________________________ _ ____________________ _ ________________________________________ _ ____________________ _ ________________________________________ ***************** End of data ***************** Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp FRS Screen 853 – Generic Table (cont’d) Basic Steps • Enter the campus code to be modified in the Campus Cd field. Type two asterisks (**) for the Master Campus. • Enter the Table Type to be modified and press . • You may also type a keyword or the beginning letters of a keyword in the Start From field to advance the displayed list. Field Descriptions (. = Required; Help = Field Help Available Using PF2, ? or *) Action Line Campus Cd: 2 characters Identifies the campus code where the generic table is housed. Generally, the generic tables are recorded at the “**” campus. Table Type: 15 characters Shows the title of the table to be displayed or updated. Start From: 20 characters Allows you to enter a specific key word or a partial name to begin the display list. Screen Information Func Code: 1 character Enter the desired function code from the following: add (A), update (U), or delete (D). Key: 20 characters Include a key word description of the data provided. Maint. on 853: 1 character Indicate whether you can maintain key word on Screen 853. Data: 30 characters Provide an extended description of the key word. Examples: H = Heavy Construction Other than Building Contracts (01) B = Building construction, Including General Contractors S = Special Trade Construction Contracts (03) P = Professional Services Contracts (04, 05 and 09) O = Other Services Contracts (06) C = Commodities Contracts (07 and 08) (These categories are defined in the FY 2008 Hub Report Procurement Categories with Expenditure (Object) Codes document.) Additional Functions PF KEYS See the Appendix for explanation of the standard PF keys. Section VIII Sample Report and Specifications REPORT SPECIFICATIONS Section IX Appendix Instructions Listed below are general instructions that will make your job easier as you use FAMIS to input or view document information. Please become familiar with the information in this reference as it can make your navigation in FAMIS more efficient. 3270 Emulation Keys Special keys and key combinations must be used when working with FAMIS. These keys are known as 3270 emulation keys and may be defined differently by each 3270 terminal or PC emulation software that you are using. Contact your computer support person if you do not know how to identify the following keys on your computer: PF Keys When a key is listed as PFn, the “PF” represents Program Function. Many PCs use the function keys labeled Fn for these PF keys. Others have special combinations of keys to represent the PF keys. For example, on a Memorex emulation, a combination of the ALT key and the number “1” will represent the PF1 key. At the bottom of the FAMIS screens, there are PF keys listed that can assist with use of the screen. For example, at the bottom of Screen 164 (Voucher Inquiry by PO Number) there is a PF11 key with the word “Right” under it. This means that by pressing the PF11 key, the screen listing will scroll to the right for an additional panel of information. TAB and BACKTAB Keys Use the TAB and BACKTAB keys on a 3270 terminal to move from field to field. This will position the cursor at the start of each field. Most PCs have a key labeled TAB, while the BACKTAB is a combination of the SHIFT/TAB keys. Using the arrow keys instead of the TAB key to move around the screen may lock the computer keyboard. Use the RESET key followed by the TAB key to position the cursor and unlock the keyboard. CLEAR Key The CLEAR key on many PC keyboards is the PAUSE key. This key is often used to clear, or refresh, the screen before typing. RESET Key After pressing to process data information, note the status bar at the bottom of the screen. When the system is processing information, the symbol "X ( )" or hour glass icon ( . ) will appear. You cannot enter additional information until the system is finished processing. If any other symbols appear, press your RESET key -- often the ESCAPE key on a PC. Appendix – Instructions (cont’d) ERASE END OF FIELD Key To erase all the information in a field with one stroke, the ERASE EOF key on a 3270 keyboard is helpful. For example, a vendor name is held in context when moving from screen to screen. To change to a different vendor, use this key, and the current vendor name on the Action Line will be removed. Now the new vendor name can be entered. On most PCs, the correct key to use is the END key on the numeric keypad. HOME Key From anywhere on the screen, the most efficient way to take the cursor back to the Screen field on the Action Line is by pressing certain keys. For the 3270 terminals, the correct combination is the ALT/RULE keys. On most PCs, the HOME key on the numeric keypad will work. Protected Area The Protected Area is the area of the screen that will not allow the user to enter information. Typing information in the protected area may freeze the screen. Use your reset key followed by the tab key to release your system when it freezes. Action Line/Context The Action Line is usually the first line of information on each screen. The Screen field is used to navigate from screen to screen by entering the number of the screen desired. Fields such as screen, vendor, voucher number, account, etc. are often found on the Action Line. Data that is entered on the Action Line will be carried in “context” from screen to screen until changed. For example, the GL account number 032365 is entered on the Action Line of the screen below. That account will be carried in “context” until the user keys a different account in the field. The key must be pressed after entering Action Line data. If a user does not follow this step, all information entered on the screen may be lost and must be re-entered. After pressing , a message will be given at the top of the screen asking for modifications or providing further processing instructions. 002 GL 6 Digit 04/03/13 10:43 FY 2013 CC 02 Screen: ___ Account: 010000 ____ EDUCATIONAL & GENERAL INCOME Account Title: EDUCATIONAL & GENERAL INCOME_______ SRS: _ Appendix – Instructions (cont’d) Message Line The line above the Action Line is used to display messages to the user. These messages may be error messages or processing messages, such as the one below. F6537 Please enter a valid six digit GL account 002 GL 6 Digit 04/03/13 10:45 FY 2013 CC 02 Scrolling Through Data Pressing the key will scroll through information listed on a screen. On some screens, there are PF keys that can be used to scroll forward, backward, left, and right. These PF keys are displayed at the bottom of the screens with that function. Help HELP functions are available for many screen fields in FAMIS. Typing a question mark (?) in the blank beside the desired field and pressing will access a pop-up window with specified field information. Another way is to place your cursor in the desired field and press PF2. To get out of the HELP function, either select a value and press or press PF4. The distinction on which key to use will normally be designated in the pop-up window (EX: PF4 = Exit). Escaping from a Pop-Up Window When in a pop-up window, pressing PF4 will usually take you back to the original screen, but there are a few screens on which pressing will take you back to the original screen. Appendix – Instructions (cont’d) Field Help Using the F2 Program Function Key On selected fields, additional information can be displayed using the PF2 key. This HELP information is accessed by moving the cursor to the field in question and pressing the F2 Key. Screen 2 - GL 6 Digit 002 GL 6 Digit 04/03/13 10:45 FY 2013 CC 02 Screen: ___ Account: 014000 ____ MEDICINE Account Title: MEDICINE___________________________ SRS: _ Resp Person: 1uuuuuuu7 CAIN, CARLA C Old Acct: 0284___________ Year-end Process: F Reclassify: _ Reporting Group: __ Aux Code: ___ AFR Fund Group: 10 Fund Group: FG Sub Fund Group: Sub-Sub: __ For example, place the cursor in the Year-end Process field and press PF2. The first screen displayed explains the purpose of the field. Sometimes you will be shown the values immediately, without a definition or explanation. Field: FG-FS-YY-END-PROC File: IAFRS-GENERAL-SUBSIDIARY-LEDGER Flag to indicate what action to take with balance at year end. From the definition screen, press to view valid values for the field. +------------------------------------------------------------------+ | | | *** D I C T I O N A R Y - H E L P *** | | | | VALUES MEANING | | -------------------------------- ----------------------------- | | F Fiscal Year | | P Project Year | | E Encumbrance Only (SL's only) | | T Transfer BBA (SL's Only) | | D BBA to Different account (SL) | | | | | | | | | | | | Rule : IAFRS-FG-FS-YY-END-PROC Default value is: | | View : IAFRS-GENERAL-SUBSIDIARY-LEDGER | | Field: FG-FS-YY-END-PROC | | | | PF1=Menu PF4=Exit | +------------------------------------------------------------------+ Appendix – Instructions (cont’d) Question Mark (?) or Asterisk (*) Help FAMIS has a Help feature on some screen fields that will display a field definition and/or values that may be entered. To use the Help feature, type a question mark (?) or asterisk (*) in the field and press . If Help is available for the field, a pop-up window will appear displaying a definition and/or valid values. To make a selection, type an “X” next to a value and press to pass it back to the previous screen. This is called the “Passback” feature. Screen 2 - GL 6 Digit 002 GL 6 Digit 04/03/13 10:49 FY 2013 CC 02 Screen: ___ Account: 010100 ____ ED & GEN INCOME-TUITION Account Title: ED & GEN INCOME-TUITION____________ SRS: _ Resp Person: 5uuuuuuu4 CLARY, COHN C Old Acct: NA_____________ Year-end Process: F Reclassify: _ Reporting Group: __ Aux Code: ___ AFR Fund Group: ?_ Fund Group: FG Sub Fund Group: Sub-Sub: __ Function: __ Default Bank: 06000 Override: Y SL Mapped Count: 22 Alternate Banks: ***** _____ _____ _____ _____ Security: ______ Dept S-Dept Exec Div Coll Mail Cd Stmt Primary: REV__ _____ UN AD C6000 N Secondary: VTEA_ _____ AA CD VM C4457 N Fund Source: __ ________________________________________ Account Letter: Y Long Title: EDUCATIONAL AND GENERAL INCOME - TUITION Setup Dt: 08/26/1991 ________________________________________ Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Next Screen 2 - GL 6 Digit - Fund Group ?-Help Pop-Up Window +----------------------------------------------------------+ | ** More Codes - Press to View ** | | | | Search Criteria: AFR Fund Group: __ | | | | AFR Sub | | Fund Fund Fund Description | | X 10 FG FUNCTIONAL AND GENERAL | | _ 20 DS DF DESIGNATED/FUNCTIONAL & GENERAL | | _ 21 DS DS DESIGNATED/SERV DEPT-PROF FEES & SE | | _ 22 DS ST DESIGNATED/SERV DEPT-TRAVEL | | _ 23 DS SM DESIGNATED/SERV DEPT-MATERIAL & SUP | | _ 24 DS SU DESIGNATED/SERV DEPT-COMM & UTIL | | _ 25 DS SR DESIGNATED/SERV DEPT-REPAIRS & MAIN | | _ 26 DS SL DESIGNATED/SERV DEPT-RENTALS & LEAS | | _ 27 DS SP DESIGNATED/SERV DEPT-PRINTING & REP | | _ 28 DS SC DESIGNATED/SERV DEPT-CLAIMS & LOSSE | | _ 29 DS SO DESIGNATED/SERV DEPT-OTHER OPER EXP | | _ 30 AX AX AUXILIARY NON-PLEDGED | | -- IASYS-AFR-FUND-GROUP -- | | Select an AFR Fund Group or Press to Quit | +----------------------------------------------------------+ Standard PF Keys PF Keys are used in the FAMIS modules to access additional information. Wherever possible, the same assignment has been given to the same PF key, such as PF9 always being the key used for NOTES. Occasionally, this has not been possible and a different assignment has been made. The following list is to help you identify the functionality behind the PF keys that you will see on the screens in FAMIS. Many screens have extended information windows assigned to various function keys that are designated at the bottom of each screen or pop-up window. Placing the cursor (using the cursor arrow keys) on a particular line and pressing the extended information function key will display the pop-up window information for the document or item on that line. To exit a pop-up window, press PF4 to return to the previous window or inquiry screen. If multiple windows have been opened, pressing PF3 will return you directly to the screen where you started. From within many of the pop-up windows, an additional set of extended function keys may appear to further inquire on the document or item. Extended Function Keys to Follow Bkwd Backwards Advances backward to the previous screen or scrolls one page back for a particular item. Frwd Forward Advances forward to the next screen or scrolls one page forward for a particular item. Left Scroll Left Some windows are made up of several adjacent panels. These will be designated by the word Panel: ## appearing in the window. Pressing this key scrolls the panel to the left. More Desc More Description Displays complete description text for a document or an item. +--------------------------------------------------------------+ | R R400007 **Document Item Inquiry ** | | Item: 1.0 | | | | Line Descriptions | | ---- --------------------------------------------- | | 1 1.6 GB FORMATTED (USEABLE) FAST SCSI-2 DISK | | 2 DRIVE FOR SGI INDIGO WITH INTERNAL MOUNTING | | | | Press to Exit | +--------------------------------------------------------------+ Appendix – Standard PF Keys (cont’d) Next Next Screen Advances to the next screen required. Notes Notes Displays any notes attached to the document header. Use the Position at Line field to start the text at a particular line. The Page (F/B/E) field scrolls forward (F) and Backwards (B) through the text, and End (E) will exit the window. +------------------------------------------------------------------+ | F0013 Please enter desired modifications | | P600026 1.0 Position at line: ___ | | Line ******** Note Text ******** | | 1 >>Notes Entered 10/12/95 BY CARSON, CARL C___ | | | | 2 THE DEPARTMENT REQUESTS TO REVIEW ALL BIDS___ | | 3 PRIOR TO THE AWARD.__________________________ | | 4 _____________________________________________ | | 5 CONTACT DR. WILL W. WADDLESWORK FOR FURTHER_ | | 6 DETAILS/CLARIFICATION ABOUT THE REQUESTED____ | | 7 ITEMS._______________________________________ | | 8 _____________________________________________ | | 9 _____________________________________________ | | 10 _____________________________________________ | | 11 _____________________________________________ | | 12 _____________________________________________ | | PF4=Exit PF7=PItem PF8=NItem Page (F/B/E): _ | +------------------------------------------------------------------+ Right Scroll Right Some windows are made up of several adjacent panels. These will be designated by the word Panel: ## appearing in the window. Pressing this key scrolls the panel to the right. AFR Screens List PAGE M001 FRS Main Menu .................................................................................................................................... I-7 Provides a starting point to access the Annual Financial Reporting Module. M17 Report Maintenance Menu .................................................................................................................. I-7 Provides a list of most of the screens used in this module. M19 AFR Report Inquiry Menu ..................................................................................................................... I-8 Provides a listing of inquiry screens. M20 AFR Tables Menu ................................................................................................................................. I-8 Shows a listing of screens that control AFR Module functionality. 170 Copy Report Specifications ............................................................................................................... III-41 Use this screen to copy report definitions from a previously created report. 171 Print Report ....................................................................................................................................... IV-3 Submits a report to be printed. 172 Print Group Reports ........................................................................................................................... IV-9 Submits one or more reports to be printed. 173 Report Create..................................................................................................................................... III-3 Allows you to create reports exhibits and schedules that make up the Annual Financial Report. 174 Report Section Maintenance .............................................................................................................. III-6 Defines a section of the report, how the data should be extracted, and the header information needed to run a specified report. 175 Report Column Maintenance ........................................................................................................... III-13 Provides the ability to create the text for the column headings on the schedules and exhibits, and to specify the extraction criteria. 176 Report SuperHeader Maintenance ................................................................................................... III-20 Allows you to further define the headings that appear above multiple columns of the report. 177 Report Sort Order Maintenance ....................................................................................................... III-22 Used to indicate how the report data will be sorted for the schedule or exhibit being produced. 178 Function/Sponsor Code Maintenance .............................................................................................. III-24 This screen is used to create and maintain the old (previously used) codes for function, sponsor and CFDA information. 179 Line Item Definition Maintenance .................................................................................................... III-26 Allows you to define the lines detailed in a report and to control how the information is totaled. 180 Extended Line Item Maintenance ..................................................................................................... III-34 Used to enter manual entries updates and queries to an extended line item. 181 Report Column Reassignment Maintenance ..................................................................................... III-18 Enables the inclusion or exclusion of subcodes for a specified section/column of a report. 182 PostScript Parameter Table .............................................................................................................. III-38 Use this screen to define the postscript settings for an AFR report. Appendix – AFR Screens List (cont’d) PAGE 185 Delete Report...................................................................................................................................... V-6 Used to delete a report after it has been created. 186 Delete Section/Hdr-Subhdr/MUQ ....................................................................................................... V-3 Delete a particular section, header/subheader, manual/update entries, or query using this screen. 192 Report Summary ................................................................................................................................ VI-3 Displays a listing of reports you can select. 193 Manual/Update Entry Summary ........................................................................................................ VI-5 Use this screen to manually enter amounts in a report or to update column information. 194 Work Order Summary ........................................................................................................................ VI-9 Shows a list of work order numbers assigned by FAMIS when a report is defined or specifications are changed on a pre-defined report. 201 Printer Table ..................................................................................................................................... VII-3 Used to assign the default printer information for a user. 203 Campus Control Table ....................................................................................................................... VII-5 Used to create the AFR inquiry access controls for each campus code. FRS 853 Generic Table File Maintenance ........................................................................................................ VII-9 Maintain the generic file tables to control various functions or to validate data. Glossary A ABR See Automatic Budget Reallocation. ABR Pool Table A user-defined table assigning rules for budget pools and the subcode ranges participating in each pool. Account A functional unit, identified by an account ID that serves a particular accounting purpose where one person has primary responsibility for it. Accounts include balance sheets (GL) and revenue/expenditure accounts (SL). A building (in the Plant Funds area) is an example of a General Ledger account and the President’s Office is an example of a Subsidiary Ledger account. Account Control The last four digits in the ten-digit account number for a General Ledger account. The account control designates a specific asset, liability, fund balance, fund addition, fund deduction or summary control. Account ID A 6-digit identification number for an account. Account Number A 10-position ID within the master file of the Financial Records System. The first 6 positions identify the specific account while the last four positions identify the account control for a balance sheet account (GL) and the object code for a revenue or expenditure account (SL). Accounts Payable An application of the Financial Records System (FRS). AP processes vendor payments and keeps track of financial activity involving vendors. Action/Context Line The screen line (usually fourth from the top) or lines into which the screen to be accessed and the key of the data to be addressed are input and displayed. Alias A commonly used name for a vendor, other than the formal customer name (primary name), that prints on the check. The Purchasing System also offers a commodity alias name and permits you to define any number of alias names once a vendor has been created. AP See Accounts Payable. Attributes Descriptive data associated with a record. Examples are school, department, function, name and responsible person. Attributes support a variety of sophisticated reporting techniques. Automatic Budget Reallocation (ABR) When transactions are entered, a process by which the system automatically transfers budget dollars from predefined budget pools to specific object codes. B Bank Transfer A movement of cash from one bank account to another. This allows expenditures at specific object codes to share in a single pool of money. Appendix – Glossary (cont’d) Batch/Session A collection of related transactions input to the system with a header record and control totals, usually prepared by one person or subsystem feed. Batch Interface A type of interface where one system generates transactions to be batched for input into another system. BBA See Budget Balance Available. Beginning Balance Balances posted during implementation. Budget A plan of revenue and expenditures for an accounting period expressed in monetary terms. Budget Balance Available (BBA) That portion of budget funds that is unspent and unencumbered. Budget Fiscal Year Budgets are prepared in one fiscal year for the next fiscal year. The default is always the next fiscal year when using any Budget Preparation screen. Budget Pattern Used to group individual object codes (or ranges), into budget categories to establish new fiscal year budget. Tracks current and past year account activity in order to develop the new fiscal year budget. Budget Pool A budget summarized at significant levels of revenue or expense. A single pool of money defined for use by specific object codes. Budget Version Various versions of a budget can be created and names for comparative purposes. Buying Account Account which is allowed to “purchase” from a specific selling account via an interdepartmental transfer. C Capital Assets, cash, means, property, resource. Cash Coins, currency, checks, and anything else a bank will accept for immediate deposit. Cash Disbursement A non-vouchered payment for goods received, services rendered, reduction of debt or purchase of other assets. Cash Receipt Cash received from cash sales, collections on accounts receivable and sale of other assets. Chart of Accounts A listing, at the 6-digit level, of all account numbers within FAMIS. Sometimes the COA defines the accounts at the 10-digit level as well. Appendix – Glossary (cont’d) Check Override The capability to bypass, on an individual-voucher basis, controls that were previously set for all vouchers. Claim-On-Cash The share of ownership that an account has in the institution’s money. Clearing Account A temporary summary account (such as a payroll account) which is periodically set to zero. COA See Chart of Accounts. Compound Journal Entry A two-sided transaction that posts debits and credits. Context The information that identifies the record being displayed or to be displayed by the system. Copy The process that creates a new pattern from an existing version (specified on the Action Line) or ABR (specified in the resulting pop-up screen). Credit Memo The reduction of a payable previously paid or still open. A credit memo may result from overpayment, overbilling, or the return of goods. Currency Code A code that identifies a record in the Tax Currency Table. This record provides the factor to calculate foreign currency conversion costs or gains and the liability account used. The code is translated through a table into a conversion rate. Cycle Two or more programs that are run in a specific sequence. D Data Data are representations, such as characters, to which meaning might be assigned. They provide information and can be used to control or influence a process. This term is not synonymous with information. Information is data to which meaning has been assigned. Database The collected information that is accessible to the computer for processing. Data Control The tracking of input, processing and output, and the comparing of actual results to expected results in order to verify accuracy. Data Element HELP An online feature that assists the user by providing immediate information about any particular field on a screen. Data Entry A means for adding information into the system. Default The value that the system will assign if no other value is entered. Appendix – Glossary (cont’d) Default Mandatory Flag indicating whether the transfer is mandatory. If no value is entered in the detail lines for this field, the transfer will be flagged with the default value after pressing . Delete Flag A data element whose condition signifies that a document will be permanently removed from the database during the next archive cycle. Demand Voucher Voucher to be paid during the next Check Cycle. Diagnostic Message HELP An on-line feature that assists the user with data entry by providing an explanation of a message and the appropriate action to take. Diagnostics The messages that describe the results of processing. These messages may indicate an error and provide information about a process by noting what action to take to correct the error. Digit 3 of TC The third digit of the Transaction Code (Entry Code) which specifies the type of transaction. Disbursement Record money paid out by the institution from GL, SL and SA or bank account. Can reverse an encumbrance. A payment for goods received, services rendered, reduction of debt or purchase of other assets that does not go through the AP/voucher system. Discount Account The account credited for discounts taken by the system when a check is written. Discount Table A table containing user-defined values representing discount terms for vendors. Dollar Data A record of the dollar amount and the type of financial transactions posted to an account. Dollar Limit A code used in Accounts Payable to specify a check amount. If the amount of a vendor’s check is greater than this value, the check will not be generated. Drop Flag A data element whose condition signifies that a document is to be removed from the database immediately. E Encumbrance An obligation incurred in the form of a purchase order or contract; also referred to as an open commitment. Endowment Funds received by an institution from a donor who specifies the condition that the principal not be spent. Endowment Income The income generated by investing the principal of an Endowment Fund. Appendix – Glossary (cont’d) Entry Code The initial three-digit code on a transaction that denotes the transaction type. This code, which is mandatory for all FRS transactions, is predefined by the system. It is also known as the Transaction Code. Expended Depleted, used up. Expense Cost, disbursement, payments. F FA See Financial Accounting. Feed Transactions from other systems that are transferred to the FRS. Field That part of a database in which one unique piece of information is stored; OR an area on a screen that allows data entry. File A storage area established within a computer system or database for organizing similar kinds if data. Financial Accounting (FA) A Financial Records System application that balances the General and Subsidiary ledgers while providing a complete audit trail of all transactions. Financial Records System (FRS) A system that supports the financial record-keeping and reporting of a college or university. Flag A data element used to set controls or conditions on a process or program. Freeze Flag A data element whose condition signifies that new transactions cannot be posted. This includes no feeds or invoice postings for this document. FRS See Financial Records System. FTE Full-time Equivalents. Used by the B/P/P System. Function Purpose. Fund An accounting entity (a 6-digit GL account) with a self-balancing set of 10-digit accounts for recording assets, liabilities, a fund balance and changes in the balance. Fund Balance The equity of a fund (the difference between assets and liabilities). Fund Group A related collection of funds (6-digit GL accounts). Examples include Current Unrestricted, Current Restricted, Loan, Endowment, Annuity and Life Income, Plant, and Agency. Appendix – Glossary (cont’d) Fund Group ID A one-digit identification number representing the fund group with which an account is associated. Fund Transfer A movement of dollars from one fund balance to another. G General Ledger (GL) A balance sheet account for the institution. All GL account numbers begin with “0” (zero). GL See General Ledger. GL/SL Relationships User-defined structures relating Subsidiary Ledger (SL) revenue/expense accounts to General Ledger (GL) fund accounts. Global Subcode Edit (GSE) A system edit that checks each new 10-digit account against a table that specifies valid combinations of 6- digit accounts and subcodes. GSE See Global Subcode Edit. H Header That portion of a Purchasing document containing basic information such as document number, date, and amount. HEAF Indicates a Higher Education Assistance Fund code number. HELP An online feature which accesses PREDICT in order to supply descriptions, valid values and suggested actions. I IDT Interdepartmental Transfer. Indirect Updating The automatic posting of real dollar activity to a GL Balance Sheet account as a result of a direct transaction. Inquiry Screen A screen which only displays information and cannot be used for entering data. Interface A communication link between data processing systems or parts of systems that permits sharing of information. Interfund Borrowing The transfer of an asset or liability from one fund to another. Appendix – Glossary (cont’d) J JCL See Job Control Language. Job Control Language (JCL) A problem-oriented language used in IBM that expresses the statements of a processing job. It is also used to identify the job or describe its requirements, usually to an operating system. Journal Entry A non-cash transfer of dollars between two or more accounts. L Ledger A collection of account records for an organization. FRS contains two ledgers: the GL (balance sheet) and the SL (revenue and expense). See also General Ledger and Subsidiary Ledger. Liability Account In AP, a GL account that is credited for the liability when a voucher is processed. Any GL account that accepts a transaction creating a liability. Liquidate Reduce encumbrance through payment; pay off debt. M Map Code A five-digit attribute code in an SL account indicating the GL Fund ID to which it relates. Mandatory Flag indicating whether the transfer is mandatory. If no value is entered in the detail line(s) for this field, the transfer will be flagged with the default value after pressing . Memo Bank Account An account that represents the balances of demand deposits for operating accounts. Menu A screen containing a list of available processes, screens or other menus. N Name Rotation A feature that allows users to print a vendor name in one format on checks and then rotate it to another format for sorting on reports. O Object Code A four-digit number identifying specific items of revenue/expense or attribute records. Open Commitment An encumbrance. P Parameter A variable that is assigned a constant value for a specific purpose or process. It provides the user with defined choices for report selection, processing or output requirements. Purpose The function. Appendix – Glossary (cont’d) R Receipts Cash received from cash assets, collections on account receivable and sale of other assets. The purpose is to record money received by the institution to the GL, SL and SA or bank accounts. Recommendation The budget projection version that is submitted to the Budget Office for approval. Regular Order A type or purchase order that denotes a typical order. Remit-To Address The address to which the check for goods and/or services rendered will be sent. Requisition A type of document that internally requests goods and/or services to be acquired. It must be authorized before being converted to a purchase order. Retention Months A data element defined when creating a vendor. This indicates the number of months a vendor is to be maintained on file after all outstanding items have been paid or reconciled. Revenue Income or receipts. Run Parameter A parameter from a control record or a program control transaction (as opposed to a file maintenance transaction). S Save The process that creates a budget version. 6-Digit Account For GL: An entity that consists of a self-balancing set of 10-digit accounts. For SL: An entity of revenues and/or expenses Screen HELP An online feature that assists the user with data entry by providing information on the purpose and operation of a particular screen. Secondary Vendor The vendor record holding the multiple addresses that are used periodically, as opposed to the primary address. Secured Submitted Version Submitted budget version that has been locked. It can be flagged to indicate it is an “official” version. Selling Account Account which is allowed to “sell” to specified buying accounts via interdepartmental transfers. Session A control mechanism to track real-time posting of a group of financial transactions is order to provide an audit trail. Appendix – Glossary (cont’d) SL See Subsidiary Ledger. Split Encumbrance An encumbrance which applies to several accounts. Standing Order A type of purchase order used for reoccurring services like those provided by the telephone and electric companies. Subcode Four digits appended to the account ID to identify attributes and dollar records within an account. Submit The process that attached a budget version to a budget account as a budget of an account. Submitted Version Version of the budget submitted for approval as the official budget of an account. Subsidiary Ledger Revenue and expenditure accounts for the institution. All SL account numbers begin with a ledger number of 1 through 9. Suspense Account A GL clearing account reflecting real dollar activity directed to the Suspense File. T 1099 Vendor A vendor (usually a consultant or professional service hired by an institution) whose payments must be reported to the IRS on Form 1099. 1099 Voucher A voucher that must be reported to the IRS on Form 1099. 10-Digit Account The six-digit account ID combined with the four-digit subcode, i.e. an account control or object code. Tax Code A code that identifies a record in the PO Tax Table (for the Purchasing System) and in the Tax Currency Table (for Accounts Payable). The code must be the same for both tables. This record contains the tax percentage and the tax liability account to be used. Tax ID A Social Security Number or Federal Employer Identification Number that is available for 1099 report preparation. Taxes An additional charge on the acquisition of goods that is imposed by the taxing authority and should be paid with the invoice. Temporary Vendor A vendor from whom only one purchase or service is required. No further transactions, for this vendor, are expected. Transaction Code A three-digit code that uniquely identifies a transaction type and determines editing criteria and dollar fields to be updated. Appendix – Glossary (cont’d) U Update Screen A screen that allows a user to enter data for updating the files. V Valid Value A value of a data element that has been defined for input. Value-Based A mechanism used to restrict operator access to information by comparing operator security authorization with the value stored in the field. Vendor A provider of goods and/or services. Vendor Addresses See Order-From Addresses and Remit-To Addresses. Vendor Automatic A feature that automatically assigns a specific Number Assignment to the vendor in the Action/Context Line. Vendor Commodity A good or service purchased from a specific vendor. Vendor File A record of all attributes, dollar data, and control information for all vendors. Version Account Budgets created by departments. These can later be submitted as the budget recommendation for the account. Once a version is locked, it will be called a “secure version” and can never again be changed. K:\FA\DOC\WRKNPRCS\AFR\AFRcurrNF.docx Last Revised: 3/7/2014 8:44 AM Appendix – Glossary (cont’d)